Creating and Configuring a Shared Workspace

Create a New Shared Workspace

1. In top-level navigation, go to Workspaces.

   The Workspace Directory appears.

2. In the side panel below the My Workspaces panel, choose Create Shared Workspace.

   The Create Workspace screen appears.

3. Provide a name and a description.

4. Select one of the following permission policies:

   • Public: All users with access to enterprise workspaces can access the workspace.

   • Restricted: Only members and managers can access the workspace. Workspace managers can add members to the workspace, and portal users with access to enterprise workspaces can apply for membership.

   • Private: The workspace is only available to portal users with access to enterprise workspaces that have been explicitly added as members to the workspace.

5. Select one of the provided workspace templates.

   This option is only available if more than one workspace template is available in your system.

6. If your administrator has enabled the expiration of workspaces, you can select a date or a time interval after which the workspace will expire.

   Expired workspaces remain visible in the Workspace Directory until deleted by a workspace administrator.

7. If your administrator has created categories, you can assign a category value to your workspace. Categories that appear with an asterisk (*) are mandatory and you cannot complete the creation of your workspace until you have selected a value.

   Categories and their values make it easier to find workspaces in the Workspace Directory.

8. Choose Create Workspace.

   Note

   If an approval workflow has been implemented by your organization, the system sends an approval request to the defined approver.

The workspace opens. It is marked as a draft workspace until it is published. You can now do the following:

• Add members and managers to the workspace.

  For more information, see Managing Workspace Users.

• Add modules to the workspace.

  For more information, see Adding Modules to a Workspace.

• Change the layout of the pages in the workspace.

  For more information, see Changing Page Layouts.

• When you have finished configuring the workspace and adding content and members, publish the workspace.

  For more information, see Publish a Shared Workspace below.

• When the workspace is no longer needed, you can close it.

  For more information, see Closing a Workspace.

Configure a Shared Workspace

1. To configure the properties of a workspace, at the top of the workspace screen choose .

2. In the General Properties tab, change the Name, Description, or Permission Policy properties that you specified when creating the workspace.

3. If your workspace administrator has enabled the expiration of workspaces, you can change the Expiration Date.

4. If your workspace administrator has enabled categories for workspaces, you can select additional category values or remove previously-selected values.

5. If your workspace administrator has configured quotas for workspaces, the General Properties tab includes a section that displays the quota details of the workspace. To request additional space, choose Request More Space.

   Specify the additional space that you require, explain why you need more space, and choose OK.

6. Choose Done to save your changes and close the Workspace Settings screen.

Publish a Shared Workspace

Publish the workspace so that it can be viewed by workspace members. Until you publish the workspace, only workspace managers can view its contents. After you publish restricted and public workspaces, all portal users with access to enterprise workspaces can see the workspace listed in the Workspace Directory.

To publish the workspace, at the top of the workspace screen, choose Publish Workspace.