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Planview Customer Success Center

Manage Workspace Settings

Manage Workspace Settings

Workspace settings 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.

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. Click the Administration tool on the workspace toolbar.
  3. If not already selected, click the About the workspace tab.
  4. Type a Name for the workspace.
  5. In the Status list, click Not started, In Progress, or Completed.
  6. In the Department list, click the department name associated with the workspace.
  7. Type the relevant Cost code.
  8. In the Currency list, click 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. 

Download Workspace Data

Workspace administrators, owners, and managers can aggregate and download all workspace artifacts into a single file.

To download workspace artifacts:

New Image 1.png

  1. Click the Administration tab, from the top navigation bar in the workspace.
  2. If not already selected, click the About the workspace section.
  3. Scroll down until you locate the Actions section.
  4. Click Download workspace.

    New Image 2.png

  5. From the new window that appears, select the artifacts you want to include in the download. You can include any or all of the following artifacts:
    • Documents - Click the checkbox to include all versions of downloaded Documents.
    • Plan - Click the checkbox to include all attachments. 
    • Boards - Click the first checkbox to include all attachments uploaded to cards. Click the second checkbox to include hidden or archived Boards.
    • Conversations - Click the first checkbox to include all conversations in the download. Click the second checkbox to include all attachments.
  6. Click Download.

    Image 4.png

    The download process may take as long as 24 hours to complete. If you attempt to download the artifacts again, during the process of the first download request, a window such as the one presented below will appear with the following status message.

    Image 3.png

  7. Once the download is complete, the workspace administrator will receive an email that includes a link to a file with the downloaded file (See below image). Access to the file is available for 14 days after the email has been sent. Click Download file to receive the file.

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. Click the Administration tool on the workspace toolbar.
  3. If not already selected, click the About the workspace tab.
  4. 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 contact@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.

Activate/Deactivate Tools

Learn how Projectplace can make collaboration and work more efficient by using it for planningexecution and follow upcommunication and collaboration, and document management. Choose the appropriate workspace tools to use when getting work done and determine the level of access for each workspace member has. 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. Click the Administration tool on the workspace toolbar.
  3. Click the Tools tab.
  4. 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.
  5. Click Save.

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

Setup Access to Tools 

Workspace administrators determines the level of access each workspace member has.

Projectplace access rights are set using member groups. Workspace administrators can set different access rights levels to tools for different member groups restricting access to certain information and functionality. 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:

Setup access to tools.png

  1. Navigate to a workspace you are a member of.
  2. Click the Administration tool on the workspace toolbar.
  3. Click the Tools tab.
  4. Hover the cursor over the tool name you want to set access rights for and click Edit that appears on the right.
  5. From the overlay window that appears, select the access rights for each group from the Access list for each group (Read and write, Read only, No access). Find out more about the different access levels. Administrators will always have full access to all tools and this setting cannot be changed.
  6. Click Save.

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.

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, by default, the workspace manager and the workspace head administrator roles are assigned to the same person. One of the Workspace administrators, however, can assign the Workspace manager role to a different Workspace administrator.

To change a Workspace manager:

Set Workspace Manager 1.png

Set Workspace Manager 2a.png

  1. Navigate to a workspace you are a member of.
  2. Click the Administration tool on the workspace toolbar.
  3. Click the Administrators tab.
  4. Click the Change button in the Manager sub-section
  5. From the overlay window that appears, select an administrator from the available list.
  6. Click Change to set the selected person as the new workspace manager.

Change 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 edit administrators:

Change workspace administrators 1.png

  1. Navigate to a workspace you are a member of.
  2. Click the Administration tool on the workspace toolbar.
  3. Click the Administrators tab.
  4. Click the Add Administrators + icon.png button.

    Change workspace administrators 2.png

  5. (a) Select one or more workspace members and (b) click Add administrators.
  6. To remove an administrator, hover the cursor over the administrator name you want to remove and click the delete icon Delete Icon.png that appears on the right.

    Change workspace administrators 3.png

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

You can also change the head administrator if needed. 

Change Password Requirements

Password requirements can be set on the account level and on the workspace level. If set on both levels, workspace members must use a password that adhere to the strictest requirements.

To change password requirements for a workspace:

  1. Navigate to a workspace you are a member of.
  2. Click the Administration tool on the workspace toolbar.
  3. Click the Password tab.
  4. Click the checkbox to activate the available password requirements:
    • Minimum length - characters the password must contain (select 8 or 10 from the list).
    • Contain both upper and lower case characters
    • Contain numbers.
  5. Click Save.
  6. The next time workspace members log in with passwords that do not meet the new requirements, they will be prompted to change their password.

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:

Report Settings 1a.png

  1. Navigate to a workspace you are a member of.
  2. Click the Administration tool on the workspace toolbar.
  3. Click the Reports tab.
  4. Click the Activity reports enabled/disabled option to enable or disable receiving activity reports.

    Reports Settings 2a.png

  5. (a) From the Manage recipients overlay window that appears, (b) select for each member if the Daily report and Weekly report should be sent by clicking the appropriate checkboxes.
  6. Click Save.

It is also possible to disable all reports for all members at once - just turn the Activity reports enabled option to the disabled position Activity reports disabled.png.

Change 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 see current publishing settings:

Publishing.png

  1. Navigate to a workspace you are a member of.
  2. Click the Administration tool on the workspace toolbar.
  3. Click the Publishing tab.
  4. View a list of portfolios that include the workspace.
  5. To add the workspace to another portfolio, choose from the available portfolios list.
  6. Click Add.

To change publishing settings:

  • 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.
  • Connect a project 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.
  • Use the directory 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.

Manage Workspace Settings (Projectplace Pro)

In Projectplace Pro, there two available settings to change the workspace name and decide which tools should be available to members. 

Only the owner of the workspace (the subscription owner) can change the workspace settings. 

To change workspace settings: 

  1. Navigate to the Administration tool in the workspace. 
  2. Change the workspace name, or select if the Boards tool, Plan tool, or both should be available and click Save

 


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