Adding and Editing Workspaces

To create a new workspace, navigate to Manage > Workspaces and click the blue "Add Workspace" button. This will present a window that will allow you to configure the new workspace.

Workspace Name

This field is where you enter the workspace name. Note the text below the field defining the characters and length that can be used. 

If you wish to set up multiple workspaces at one time, clicking the "Add Multiple Workspaces?" link will enlarge the workspace name field and allow you to enter multiple workspace names (separated by a double colon "::"). Note: Any users added on the right side of the screen or custom permissions/notifications set will apply to ALL workspaces created in this window. If you wish to have different users/settings for each workspace, click the "Add Single Workspace?" link and create each workspace separately.

Allow non-admins to upload into and view the root of this workspace?

This feature allows you to prevent people from uploading files to the root of the workspace if you don't want them to do so. The root of the workspace is an area you're in when you first click on the workspace name in Files. Think of it as the "top" of the workspace. As soon as you go into a folder in the workspace, you're no longer in the root. 

Let's say you have several folders and each is restricted from certain users. For security reasons you don't want one user to upload a file into the root that might be seen by another user who shouldn't have access to it. By turning that feature on you force the user to go into a folder prior to uploading, ensuring that if someone is restricted from that folder then they won't have access to the file.

Another reason might be for organizational purposes. You many have several folders and want to ensure that users place their files into the appropriate folder rather than messily building up in the root of the workspace. Enabling that feature will force them to choose a folder before uploading.

Override Permissions for all workspace users while in this workspace?

Override Permissions allows you to set permissions for a workspace that supersedes (overrides) the permissions set at the user level. You could use this, for instance, to ensure that nobody uploads files by accident to a public workspace.

To use, check "Override permissions for all workspace users while in this workspace?" and set which permissions should be allowed when a regular user is within this workspace (Admins, Super Users, and Sub-admins who manage the workspace always have full permissions and are not affected by these settings). Keep in mind that the settings work both ways; if a user doesn't have the "Delete" permission set for them, enabling it here will allow them to delete within this workspace.

Override Upload/Download Notifications for all workspace users for files in this workspace?

Similar to Override Permissions, this option lets you set notifications that supersedes the notifications set at the user level.

To user, check "Override Upload (and/or Download) Notifications..." and set the notification to either "Send Upload/Download Notifications" or "Do Not Send Upload/Download Notifications". If set to "Send", every user of the workspace will receive notification each time a file is uploaded to (or downloaded from) the workspace.

Note: If a user has custom permissions set for this workspace, those will supersede any override set to the workspace itself. See "Custom Settings" below.

Override any Global File Management Settings for files in this workspace?

If there are any global File Management rules set (Control Panel > Site Settings > Age-Based File Deletion), checking this option and selecting either "Never Remove Older Files" or "Remove Files Older than" (followed by a number of days) will override the global setting.

Override any Global Deleted File Retention Settings for files in this workspace?

Similar to above, any global deleted file retention settings can be overridden here.

Workspace Users/Groups

Adding users under Workspace Users grants those users permission to access files and folders within this workspace. To add a user, start typing the user's (or group's) name into the field and any users/groups that match what you've typed so far will appear in a list below the field. Click to add a user from the list to the workspace. Alternately, you can select from the drop-down window of all users and groups that you can add to the workspace. Just click one or more names to add to the list When finished, be sure to click Save Workspace to save the changes to the workspace. Note: As Admins and Super Users belong to all workspaces, their usernames will not appear for selection.

Sub-admins

To make a user a Sub-admin of the workspace, click "SA" icon to the right of their name. The user's name will turn blue (if not already) to indicate they are a Sub-admin of at least one workspace. See the document "Sub-Admin Overview" for more information.

Custom Settings

Custom permission/notification settings specific to the workspace you are editing can be added to any user. This allows you to set permissions or notifications in a way that apply only to this user for this workspace and override all other permissions, even the Override Workspace permissions (see above).

Click either the "P" (permissions) or "N" (notifications) icon to the right of a user's name and set the permissions and/or notifications to apply to this user while they are within this workspace. When finished click "Save". 

Example: Say you have a workspace that contains forms that you want all of your users to have access to, but you don't want anyone to accidentally upload files that could be seen by all of the other users. You could create/edit the workspace and set Custom Permissions for the workspace for "Download File" only, ensuring nobody could upload or modify files, regardless of their user permissions. But also say you have one of your users that is going to help manage the files within that workspace, so they need additional permissions. You could then set Custom Permissions for that user within this workspace and provide them with all of the permissions they need to manage the workspace.

Remove

To remove a user from a workspace, click the "X" next to their name.

Batch Actions

You can apply any of the above actions by selecting multiple users in your list (by clicking the check box to the left of their name) and selecting an action from the Batch Actions menu that becomes active.

When finished, always be sure to click "Save Workspace" to apply the changes you've made.