Common Components Help

AEF Help

Listing the Members of a Workspace

Clicking Access from the category list for a workspace shows the Access page for the workspace. This page lists all the members assigned to the workspace and shows their workspace and default accesses. People designated as a Workspace Lead for the workspace can use the page to add and remove members and change accesses.

Everyone who needs access to a workspace component must be added as a member, either individually, by virtue of belonging to an added role, or by virtue of belonging to an added Buyer Desk. This includes any person who needs to be included in a route, who needs to view folder content, who needs to be a Web meeting attendee, or who needs to participate in discussions about workspace components.

To list the members of a workspace

1. Click My Desk > Team > Workspaces.
2. From the Workspaces page, click the Name of the workspace you want to work with.
3. From the category list for the workspace, click Access.

For each member, the page shows:

Check Box--Workspace Leads can use the check box to remove a member or role from the workspace. Buyer Desk Persons cannot be removed individually except by removing the person from the Buyer Desk through Sourcing Central and therefore their check box is grayed. The check box for the workspace owner and any member who is in a route is also gray, meaning these people cannot be removed.

Name--The name of the person or role assigned to the workspace. To see a profile of a person (Persons and Buyer Desk Persons only), click the member's Name.

Workspace Lead access--The Workspace Lead icon indicates the member is a Workspace Lead. Workspace Leads can add and remove people from the workspace and assign accesses for workspace components. They can add and remove folders and subfolders, and have access to all routes, even those they don't belong to. The workspace owner is automatically assigned Workspace Lead access.

Create Route access--The Create Route icon indicates that the member can create any workspace-scope route and any route for a folder to which they have Read access.

Create Folder Permission--The Create Folder icon indicates that the member can create folders in the workspace.

Type--Distinguishes between roles added to the workspace, people added individually, and people added because they belong to the associated Buyer Desk. For information on how these types differ, see Workspace Accesses.

Organization--The organization the person belongs to. This column is blank for roles.

Access--Shows the default access for each member. A member's default access is transferred to every folder, subfolder, and content item in the workspace but has no affect on other components in the workspace, such as routes, discussions, and meetings. Workspace Leads can give a member higher accesses for individual folders and content but they cannot give the member a lower access than the default access. For example, if you choose Read access for a member's default access, the person will have Read access to every folder, subfolder, and content item in the workspace and this access cannot be removed (except by changing the default access). If there is one folder that the person should not have Read access to, you must make the person's default access Basic. You can always give the person a higher access for specific folders and content items. For more information, see Workspace-Wide Default Access for Folders and Content.

4. To filter the list so it shows only people added individually, choose Persons from the list in the upper right corner. To filter the list so it shows only persons added because they belong to an associated Buyer Desk, choose Buyer Desk Persons. To filter the list so it only shows roles, choose Roles.
5. The workspace owner and Workspace Leads can work with the access list as needed:
• To add a member, click Add Workspace Member(s) from the page Actions menu. See Adding a Workspace Member.
• To remove a member, check the member and click Remove Selected from the page Actions menu. See Removing a Workspace Member.
• To edit accesses, click Edit Access from the page Actions menu. See Defining a Member's Workspace and Default Accesses.