Configure Workspaces

We're introducing a new way to collaborate. As an administrator, you can set up virtual workspaces for your organizational setup, allowing you to more easily manage all of your content and users.

Who does this apply to?

Workspace administrators and system administrators who are assigned a role that has Read and Manage permissions for Workspaces.
Users who are assigned custom roles that are based on the Admin and BI Admin standard application roles.

Getting to Know Workspaces

With SAP Analytics Cloud workspaces, you can create virtual workspaces that mimic any organizational setup. You can assign teams and workspace administrators to separate groups, giving you greater content management capabilities. There are many benefits to setting up workspaces; for example, you can:

Manage a large amount of content and users
Create workspaces for different departments (for example, finance, HR data) to facilitate sharing department-relevant content
Set up workspaces for different lines of business to manage cross-product information spillover
Easily create, then delete workspaces for short-term projects whose team members are temporary

Understanding the Workspace Roles

Learn more about the different workspace roles and restrictions.

Capabilities	Administrator	Workspace Administrator	Content Creator
Create a workspace	✓
Delete a workspace	✓
Assign or remove teams	✓
Assign or remove a workspace administrator	✓
Transport workspaces and their content to another tenant	✓
View Workspace Management	✓	✓
Open System view of the workspace	✓	✓
Can view all content created by users in the workspace	✓	✓
Share and publish content to the workspace	✓	✓	✓
Manage content into folders	✓	✓	✓
Create content in the workspace	✓	✓	✓
Use the System view to move or copy content between the Public folder and workspaces	✓	✓
Move or copy content between folders in the My Files view and workspaces Note To be able to move content, you must be the content owner.	✓	✓	✓
Transport content from workspaces to other systems in your SAP landscape via the Analytics Content Network Note This capability requires permission from the Analytics Content Network.	✓

Setting Up a Workspace

Workspaces can be set up from Workspace Management.

To create a new workspace:

Open Workspace Management from the side navigation.
Near the top right corner, click on the + to create a new workspace.
In the dialog, name your workspace and add a description if needed.
Save the workspace.

Now that you’ve created a new workspace, you can assign teams and workspace administrators. To manage your existing workspaces, you can visit the Workspace Management area at any time.

Assigning Teams to a Workspace

Context

With workspaces, you can assign already existing teams to collaborate on content within the shared workspace.

Procedure

From the side navigation, open Workspace Management.
Select a workspace.
Under Assigned Teams, select + (Add Team).
In the dialog, select the teams you want to add to the workspace.
Select OK.

Note

To add users to a workspace; the users must already be assigned to a team, and the team must be assigned to the workspace.

Results

The teams are assigned to the workspace and appear in the Assigned Teams list.

If you want to remove a team from a workspace, select the team from the list and select Remove Team. When you remove a team from a workspace, all users on that team will no longer have access to the content in the workspace. That’s assuming that all users don’t belong to other teams that still have access to that workspace. Also, any pending file access requests for those users are automatically deleted.

Consider the following example, User A belongs to Team 1 and Team 2. User B belongs to only Team 2. Team 1 and Team 2 are both assigned to Workspace Z. When Team 2 is removed from Workspace Z, User B no longer has access to any of the content in Workspace Z. Also, any pending file access requests for User B for content in Workspace Z are automatically deleted. User A will continue to have access to all content in Workspace Z and any file access requests will remain in the queue until they are approved.

Assigning a Workspace Administrator to a Workspace

Context

You can assign one or more users as workspace administrators who can organize the content into folders, edit or delete files, and move content in and out of a workspace. Workspace administrators are also given read-only rights to the Workspace Management area. There, they can view the details of the workspaces they are assigned.

Tip

To assign a group of users as workspace administrators, you can assign a team instead of assigning several individual users.

Procedure

From the side navigation, open Workspace Management.
Select a workspace.
Select the Workspace Admins tab.
To add an individual user, under Assigned Users, select + (Add User). Or to add a group of users, under Assigned Teams, select + (Add Team).
In the dialog, select the users or teams you want to add as workspace administrators and select OK.

Results

The lists of assigned users and teams are updated with the selected workspace administrators. Under the Assigned Teams list, you can see how many team members are on the team, and you can select the number to see which users are on the team.

Note

Users who are assigned as workspace administrators don't have to be in an assigned team in the workspace.
Workspace administrators can’t create or delete a workspace; only system administrators can create or delete a workspace.

Deleting a Workspace

Context

As an administrator, you can delete any workspace. To delete a workspace:

Procedure

From the side navigation, open Workspace Management.
Select the workspace you want to delete
In the selected workspace’s overview, select (Delete) in the top right corner.
A dialog will open, select Delete.

Caution
Once you delete a workspace, all its content will be permanently deleted, and you won’t be able to recover it.