Workspaces
A workspace is a part of the organization (for example a company, a branch or a business unit) with its own projects, templates and settings. Workspaces separate access to data: people see projects and use the configuration only in the workspaces they have been given permissions for. Every organization has at least one workspace.
Administrators create and delete workspaces in System settings (Workspaces). Permissions in workspaces are granted to users and user groups in Users and permissions.
Managing workspaces
The list of workspaces is in System settings > Workspaces. It is available to system administrators. A workspace has a Name and a Color; the color tells workspaces apart on lists and in charts.
- Click Add. The Add Workspace window opens with a randomly picked color.
- Enter the name and change the color if you wish.
- Confirm with Add.
Click a workspace name on the list to open the Edit Workspace window, where you change the name and color.
Deleting a workspace
The Delete button in the edit window is available when the organization has at least two workspaces — the last workspace cannot be deleted. Before deleting, you choose a replacement workspace. As the message says (Deleting this workspace will remove it from all projects, project templates, project charters, approval paths, and scoring templates to which it is assigned), the deleted workspace is swapped for the chosen one in these items. Users’ and groups’ permissions in the deleted workspace are lost.
Workspace permissions
Workspace permissions are granted in the Workspaces table in the user’s license and permissions window and in the user group window (see Workspace permissions). A table row is a workspace, and the columns are permission types:
- Projects — three columns: Create (creating projects in the workspace), View (access to all projects of the workspace) and Administration (full management of all projects of the workspace; it also ticks the other two columns).
- Configuration — four columns: Templates (project templates), Attributes (project attributes), Charters (project charter templates) and Approvals (approval path templates). Ticking a column gives full management of that kind of items in the workspace: adding, editing and deleting.
Permissions granted to a user directly and through groups add up. A permission that comes from a group is ticked and locked; hover over it to see the group names. With Administration ticked, the other boxes in the Projects group are locked.
Note: workspace permissions apply to users with a Full license. A system administrator has full access to all workspaces without any permissions being granted.
Access to workspace projects
A project permission in a workspace works like automatic membership in every project of that workspace, including projects created later:
- View — the user sees the workspace projects on the project list and, inside a project, can view the schedule, budget, risks, products, resources, time tracking, files, scoring, reviews and plan. They cannot edit anything or accept the plan.
- Administration — the user is an administrator of every project in the workspace and manages it like a project administrator (see Project permissions).
- Create — the user can create projects in the workspace: from a template, from a file and by cloning. The templates assigned to that workspace are offered (see Creating a project).
This permission does not rule out permissions granted in the project itself — access to a project comes from the highest of them.
Note: only users with a Full license get automatic access to workspace projects. Users with a Standard or Free license see only the projects where they were added in the project permissions.
Workspaces in a project
Every project belongs to at least one workspace. When creating a project, you pick a workspace from those where you have the Create permission. When there is only one workspace to choose from, the field fills itself in and is hidden.
Change a project’s workspaces in the project’s Information panel, in the Workspaces field. The field is visible when the organization has at least two workspaces. A project can belong to several workspaces at once, but the last one cannot be removed. Adding or removing a workspace requires the Administration permission in that workspace. Changing workspaces affects project attributes restricted to selected workspaces.
On the project list, the Workspace column lets you group and filter projects (see Project list columns).
Effect on templates, attributes, charters and approval paths
Configuration items are assigned to workspaces:
- Project templates — when creating a project from a template, the templates assigned to the chosen workspace are offered (see Project templates). Templates are created and edited by a person with the Templates permission in that workspace.
- Project attributes — an attribute can be restricted to selected workspaces; it then appears only in projects from those workspaces (see Project attributes). Attributes are created by a person with the Attributes permission.
- Project charters — a project can use a charter template that shares a workspace with the project (see Project charter templates). Charter templates are configured by a person with the Charters permission.
- Approval paths — a project can use a path that shares a workspace with the project (see Approval paths). Paths are configured by a person with the Approvals permission.
When creating a template, attribute, charter or path, only the workspaces where you have the relevant permission are offered.
Workspaces in portfolios, reviews and reports
Workspace is also available in summary views:
- in portfolios and project reviews, you can show the Workspace column and filter projects by workspace; the workspace is also shown and filterable in the add-projects window,
- in graphical reports, workspace is a filter (see Filters of a single chart) and a grouping option, for example the number of projects or the sum of numeric attributes by workspace.
When the organization has only one workspace, the column and the filter are hidden.
