Collaborate Within a Workspace

Learn how to share, manage, and collaborate on content within a workspace.

Who does this apply to?
  • Users with Read permissions for Workspaces.
  • All standard application roles.
Note

Are you an administrator looking to learn how to plan and set up workspaces for your organization? Check out Configure Workspaces for steps on how to get started.

Managing Content Within a Workspace

When teams work together, they need to access and collaborate on shared content. With workspaces, you can do that.

As a member of a workspace, you can easily find all your team's content in one place—separate from other teams. If you're an assigned workspace administrator, you can even manage any content within your workspace without relying on privileges.

There are several benefits to using Workspaces. Let's take a look at some of the ways you can use Workspaces to your advantage.

Create and share content with select teams

Suppose you need to create a story and share it with some of the colleagues in your department. With a departmental workspace set up, you can create content and share it with other members of your team, without worrying that other departments might see it.

To create a story in a workspace, create a story and select which of your workspaces to save it in.

When sharing content within a workspace, there are several ways to go about it.

  • If the file you've created is intended for consumption, you can publish it in the Catalog.
  • If you want to work on a file with another user, you can grant them Edit or Full Control access to the file.
  • If colleagues just need to view the content you’ve created, you can grant them View access. To learn more about sharing and permissions, see Share Files or Folders .

Workspaces makes it easier to share content with select teams and users. If you're a workspace administrator, you can see which teams and users have been assigned to your workspace. To do so, open Workspace Management from the side navigation. There, you can see all the workspaces you have administrative rights to and select a workspace to view its details.

Note
  • Content published to the catalog within a workspace can only be published to teams in the workspace.
  • You can only grant access rights to other members of the workspace
  • Content administration rights only apply to the workspaces for which you are an assigned admin.
  • As an assigned admin, you can view the details of your workspace but can’t edit information or assign new teams or users.

Access content from inactive users

Sometimes, users will leave a team before the end of a project, making it difficult to access their files. As a workspace administrator, you can still access any user's content or files within the workspace.

To access content created by a user in the workspace,

  1. Open Files in the side navigation.
  2. From there, open the System view to see the workspaces you’re assigned.

  3. Select a workspace to access all the content within that workspace.
  4. Click on Users to view all the workspace members.
  5. Select the user whose content you’d like to view.

There, you can see all the content created by the inactive user and share it to be accessible to other members of the workspace.

Note

The System view is only available for users with administrative privileges. Administrrators and workspace administrators can access any content created by members within a workspace, regardless of whether the user shared the files.

Workspace administrators can also access content through the workspace view but can only view or edit files that have been shared by the user who owns the file.

Organize content for easier access

Assigned workspace administrators can further organize the content in the workspace by creating folders.

To create a folder,

  1. Click on the folder in the top navigation bar.
  2. Select New Folder.
  3. In the dialog, name your folder.
  4. Click OK.

Once you've set up your folders, you can select files and move them to any folder within the workspace. Organizing content into folders makes it easier to access or share content with other members of the workspace. For example, you can create a folder for a project and easily share it with the team.

Using Workspaces is just one of the many ways to collaborate in SAP Analytics Cloud. To learn more, see Collaborate with Others

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