To create a new workspace click the blue Add Workspace button from the Manage Workspaces tab. This will present a window that will allow you to configure the new workspace.
This field is where you enter the workspace name. Note the text to the right of 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 comma). 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.
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 My 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 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 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 Notifications for 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 "Yes" or "No". If set to "Yes", 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.
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 click "View All Users/Groups" to bring up a window of all users and groups that you can add to the workspace. Just click one or more names (selected items will show a gray background) and click Save Selection. When finished, be sure to click Add Workspace to save the changes to the workspace. Note: As Admins belong to all workspaces, their usernames will not appear for selection.
To make a user a Sub-admin of the workspace, click "Make Sub-admin" below their name. See the document "Sub-admins" for more information.
Custom permission/notification settings specific to the workspace you are editing can be added to any user. This allows you to set permissions 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 Add Custom Settings below 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 Custom Settings".
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 Override Permissions for the workspace for "Download Files" 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 he needs additional permissions. You could then set Custom Settings for that user within this workspace and provide them with all of the permissions they need to manage the workspace.
To remove a user from a workspace, click the "Remove" link below their name.
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 "Add (or Edit) Workspace" to apply the changes you've made.