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Planview Customer Success Center

Manage Workspace Settings

Workspace settings are managed in the Administration tool and include general information about the workspace used in different places within Projectplace. There are settings for which tools to use in the workspace, who should administrate the workspace, how and where information about the workspace is published, password requirements to access the workspace, and what kind of automatic email updates workspace members receive. From the Administration tool you can also download all workspace artifacts, archive and delete workspaces.

Only workspace administrators can change workspace settings.

Change General Information

You can rename a workspace and add general information displayed and used in different ways as described below.

To change general workspace information:

Change General Infomration.png

  1. Navigate to a workspace you are a member of.
  2. In the workspace toolbar, click the Administration menu and select About the workspace.
  3. In the Name field, you can edit the workspace name.
  4. In the Status list, select a workspace status of Not started, In Progress, or Completed.
  5. In the Workspace type list, select the workspace type associated with the workspace.
  6. In the Department list, click the department name associated with the workspace.
  7. Type the relevant Cost code.
  8. In the Currency list, select the appropriate currency type.
  9. Click Save.

Department and Cost code are used for internal invoicing. Currency is used if financial figures are reported to portfolios. The contact information is published on the public site when the public site is activated for the workspace. 

See Used Storage

Every workspace has an allocated storage space.

To see how much storage has been used and how much storage is available for a workspace:

See Used Storage.png

  1. Navigate to a workspace you are a member of.
  2. In the workspace toolbar, click the Administration menu and select About the workspace.
  3. Under the Workspace information section, you can see how much storage the workspace is using and how much storage is available.

If your workspace runs out of storage space, please send an email to support@projectplace.com.

If your workspace storage is nearing its capacity, we recommend you check the recycle bin to see if space can be increased by deleting unwanted files.

Change the Workspace Manager

Only an administrator can be assigned as the Workspace manager. The workspace manager is responsible for reporting to portfolios within the workspace. When a new workspace is created, the workspace manager and the workspace head administrator roles are assigned to the same person by default. One of the workspace administrators, however, can assign the workspace manager role to a different workspace administrator.

To change a workspace manager:

  1. Navigate to a workspace you are a member of.
  2. In the workspace toolbar, click the Administration menu and select Administrators.

    change workspace manager 1 may 2020.png

  3. In the Manager section, click the Change button.

    change workspace manager 2 may 2020.png

  4. From the overlay window that appears, select a new administrator from the available list.
  5. Click Change to set the selected person as the new workspace manager.

    change workspace manager 3 may 2020.png

Add Workspace Administrators

The person who created the workspace automatically becomes the head administrator. We recommend that you add one or more administrators to help manage the workspace. Workspace administrators can, for example, set access rights to document folders and determine the tools that are available in the workspace. 

A person must first be invited to a workspace as a member, before being assigned as an administrator.

To add workspace administrators:

  1. Navigate to a workspace you are a member of.
  2. In the workspace toolbar, click the Administration menu and select Administrators.

    change workspace manager 1 may 2020.png

  3. In the Administrators section, click the + icon.png Add Administrators button.

    change workspace administrators 3 may 2020.png

  4. Select one or more workspace members and click Add administrators.

    change workspace administrators 4 may 2020.png

You can also change the head administrator if needed. 

Remove Workspace Administrators

  1. Navigate to a workspace you are a member of.
  2. In the workspace toolbar, click the Administration menu and select Administrators.

    change workspace manager 1 may 2020.png

  3. In the Administrators section, hover the cursor over the administrator name you want to remove and click the delete icon Delete Icon.png that appears on the right.

    remove administrator may 2020.png

  4. From the overlay window that appears, click Remove.

    remove administrator 2 may 2020.png

Activate/Deactivate Tools

Use the various tools within Projectplace for planningexecution and follow upcommunication and collaboration, and document management. You must be a workspace administrator to perform these tasks.

If you deactivate tools not needed in the workspace, you will reduce complexity and make it easier for workspace members to understand how they use Projectplace.

To deactivate/activate tools:

Activate-Deactivate Tools.png

  1. Navigate to a workspace you are a member of.
  2. In the workspace toolbar, click the Administration menu and select Tools.
  3. Use the checkboxes to select the tools you want to be included in the workspace. OverviewConversations, Plan, and Roadmap will always be included and cannot be deselected.

Set custom tool names that better align with terminology used within the organization by hovering over the tool name you want to change. Then, click Edit that appears on the right.

Setup Access to Tools 

After activating or deactivating the workspace tools they want workspace members to use, workspace administrators set access rights levels on tools to restrict members' access to certain information and functionality.

Projectplace access rights are set using member groups. Learn more on how roles, groups, and access rights are used to define who can see and do what in Projectplace

To define access levels to tools for groups:

  1. Navigate to a workspace you are a member of.
  2. In the workspace toolbar, click the Administration menu and select Tools.
  3. Hover the cursor over the tool name you want to set access rights for and click Edit. A new window appears.

    setup access to tools may 2020 2.png

  4. In the Set access rights for new groups section, choose the access level you want to apply to all new groups.
  5. In the Set access rights for existing groups section, select the access level for each group. Find out more about the different access levels
  6. Click Save.

    setup access to tools may 2020.png

Administrators will always have full access to all tools, and this setting cannot be changed.

Members that are not included in a specific group, automatically end up in a group called Members not in a group. Note that members placed in this group will have full access to data in the workspace. If you have information that you want to restrict access to, we recommend that you give this group a No Access setting. This way new members that have not yet been added to the appropriate groups have restricted access by default.

If you want to review the access rights to all tools for a specific group (for example a new group), click the group name and edit access to all tools simultaneously.

Manage Tags

Tags are used to classify documents and cards in a workspace. Workspace administrators can merge, edit, and delete tags.

To manage tags:

  1. Navigate to a workspace you are a member of.
  2. In the workspace toolbar, click the Administration menu and select Tags.

    manage tags 1 2.png

  3. Type to filter the list of tags.
  4. Merge tags. If you have one or more similar tags, use the shift key to select the tags you want to merge and click Merge. Type a name and select a color for the new tag, then click OK.
  5. Edit a tag: To edit a tag's name or color, select the tag you want to edit and click Edit
  6. Delete tags: To delete a tag, select the tag(s) you want to delete and click Delete. In the confirmation window, click OK to confirm the deletion.

    manage tags 3456.png

Create Automation Rules

Workspace Administrators can automate certain processes, such as onboarding and task management, by creating automation rules. Rules are created from templates​, and workspace administrators can create multiple rules which may be active at the same time.

To create a new rule:

  1. Navigate to a workspace you are a member of.
  2. In the workspace toolbar, click the Administration menu and select Automation.

    automation rules 1 2.png

  3. From the Templates view, click the template you want to base the new rule on.

    template view create rule.png

  4. In the Add Rule window, use the dropdown menus to create the desired rule.
  5. Click Confirm.

    dropdown menus confirm.png

  6. In the detail pane, give your rule a name and description.
  7. To make the rule active, click the Activate toggle to switch it to the on position.

    rule details and activate.png

Use the icons in the menu bar to toggle between the Templates and Rules views. The Templates view displays the available rule templates, which you can click on to create a rule. The Rules view displays a list of all rules for the workspace, with the option to create a new rule using the Add rule button.

 

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Custom Fields

Custom fields allow Workspace Administrators to create additional data fields for items in the workspace, such as cards and documents.

To create a custom field:

  1. Navigate to a workspace you are a member of.
  2. In the workspace toolbar, click the Administration menu and select Custom fields.

    create a custom field 1 2.png

  3. In the Custom fields section, use the tabs to select the tool (Cards, Activities, or Documents) for which you would like to create a custom field.
  4. Click Add Custom Field icon Image.png Add a custom field.
  5. Select the custom field type from the available list. If you have existing custom fields, you will see the Create from existing custom fields option included in the available list.

    Create a Customer Field 2.png

  6. In the window that appears, enter a Label and Hint for the new field.
  7. Click Save.

    create a custom field 67.png

Users can reuse existing custom fields in more than one location. You can use the same custom fields in cards as you do with activities so there is no need manually recreate the custom fields you use in each instance.

To learn more about managing custom fields, visit Manage Custom Fields.

Set Password and Security Requirements

Password and security requirements can be set on the account level and on the workspace level. If set on both levels, workspace members must authenticate using the strictest requirements. After workspace administrators make changes to password requirements, workspace members will be prompted to change their password next time they log in if their current password does not meet the new requirements.

To change password requirements for a workspace:

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  1. Navigate to a workspace you are a member of.
  2. In the workspace toolbar, click the Administration menu and select Password and security.
  3. In the Password requirements section, click any of the checkboxes to activate the available password requirements:
    • Minimum length (the minimum number of characters the password must contain; select 8 or 10 from the list.)
    • Contain both upper and lower case characters
    • Contain numbers
  4. In the Two-step verification section, select the checkbox to require two-step verification for user authentication. Note that if you choose this option, all members of your workspace need to use two-step verification every time they log in to Projectplace, even if other workspaces do not require the same security level.
  5. Click Save.

Change Activity Report Settings for Members

Workspace members can receive a daily and/or weekly reports providing details about actions occurring in the workspace. The daily report provides a view of what has happened during the last 24 hours in the workspace. The weekly report provides an update on the overall progress, including warnings for overdue milestones and activities, as well as recently changed documents.

Workspace members can self-select if he or she wants to receive these reports, but this setting may also be changed by the workspace administrator.

To change report settings for members:

change activity report settings may 2020.png

  1. Navigate to a workspace you are a member of.
  2. In the workspace toolbar, click the Administration menu and select Reports.
  3. Click the Activity reports enabled/disabled toggle to the on or off position to enable or disable receiving activity reports.
  4. If activity reports are enabled, select which members receive either daily or weekly activity reports:
    1. Click Manage recipients.
    2. In the overlay window that appears, click the Daily report and Weekly report checkboxes for each member.
    3. Click Save.

Define Publishing Settings

There are a number of ways that work progress and information can be published, and be made available to different kinds of stakeholders.

To define publishing settings:

define publishing settings may 2020.png

  1. Navigate to a workspace you are a member of.
  2. In the workspace toolbar, click the Administration menu and select Publishing.
  3. Add the workspace to a portfolio. If you have stakeholders that need to follow up on a group of projects that aim towards the same goal on a regular basis, the Portfolios tool is a good choice.
  4. Publish the workspace to the Directory and Team Overview. The directory includes information about all workspaces in the Projectplace account, both ongoing and archived, and can, for example, be used to gain knowledge of projects that have been run previously in the organization when starting new ones.
  5. Set up a public site for external communication. If you have a need to share information with individuals who are not Projectplace users, the public site can be very useful. It can be password protected for added security.

 


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