Common Components Help

AEF Help

Creating a New Workspace

To create a new workspace that can be used by its members, you need to enter basic information for it, add folders and subfolders, and add members and assign member access. The Actions menu on the Workspaces page, which lists your workspaces, contains two options for creating workspaces:

• Create New

This is a quick-create option that lets you enter basic information for the workspace, such as name, associated Buyer Desk, and description. After creating the workspace, you can add folders and members when you're ready. The system automatically adds any predefined folders to the workspace, which you can remove, edit, and add to as needed. The quick-create option is best if you aren't ready to define the folders and members yet.

This is a quick-create option that lets you enter basic information for the workspace, such as name, template, associated Buyer Desk, and description. After creating the workspace, you can add folders and members when you're ready, or have them automatically added from a template. The system adds any predefined folders to the workspace, which you can remove, edit, and add to as needed. The quick-create option is best if you aren't ready to define the folders and members yet, or if you have a pre-existing template that is similar to the workspace you want to create.

• Workspace Wizard

This wizard walks you through all the steps needed to define the workspace, add folders and subfolders, and add members. This option is best if you know most of the folders and members that you want to add to the workspace and are ready to get started. The wizard also provides the option of choosing a template on which to base the workspace.

This section contains instructions for both options.

• Quick-Creating a Workspace
• Creating a Workspace and Adding Folders and Members

When you're ready for members to begin working with the workspace, you need to activate it, as described in Activating a Workspace.

Quick-Creating a Workspace

To quickly create a workspace

1. Click My Desk > Team > Workspaces.
2. From the Workspaces page, click Create New from the page Actions menu.

The Create New Workspace page opens.

3. Enter a short, descriptive Name for the workspace.

Do not use a name that has already been used for a workspace created for your company. All members will use this name to access and work with the workspace.

4. You can quickly create a workspace complete with members and folder structure by using a template that has previously been saved. Click next to Template. See Selecting a Workspace Template.
5. If using Sourcing Central, you can associate the workspace with a Sourcing Central Buyer Desk. Click next to Buyer Desk. See Selecting a Buyer Desk.
6. In the Description box, enter the intent or purpose of the workspace. For example, specify the type of data the workspace will manage.
7. Click Done.

The new workspace is listed on the Workspaces page. When you're ready, you should add folders and members to the workspace. See Creating a Folder or Subfolder and Adding a Workspace Member. When you're ready for members to use the workspace, you should Activate it. See Activating a Workspace.

Creating a Workspace and Adding Folders and Members

This section describes how to use the Workspace wizard to create a workspace, add folders, and add members. The wizard contains four main pages that allow you:

• To enter basic information for a new workspace
• To specify the top-level folders for the workspace
• To add subfolders to a workspace's folders
• To add members to a workspace and specify default accesses

You move through the wizard using the Next and Previous buttons at the bottom of each page. You can skip a page using Next and return to previous pages using Previous. Information is committed to the database as you progress through each page.

To enter basic information for a new workspace

1. Click My Desk > Team > Workspaces.
2. From the Workspaces page, click Workspace Wizard from the page Actions menu.

The Specify Details page opens.

3. Enter a short, descriptive Name for the workspace.

Do not use a name that has already been used for a workspace created for your company. All members will use this name to access and work with the workspace.

4. You can quickly create a workspace complete with members and folder structure by using a template that has previously been saved. Click next to Template. See Selecting a Workspace Template.
5. If using Sourcing Central, you can associate the workspace with a Sourcing Central Buyer Desk. Click next to Buyer Desk. See Selecting a Buyer Desk.
6. In the Description box, enter the intent or purpose of the workspace. For example, specify the type of data the workspace will manage.
7. Click Next.

Team Central opens the page for the second step, the Create Top-Level Folders page. If you are creating the workspace from a template that contained top-level folders, they are shown on this page. You can add to or remove any of these folders.

To specify the top-level folders for the workspace

1. Select one of the folders listed.

A folder is a container for files that concern a particular subject. In the third step of the wizard, you can define custom subfolders for each top-level folder. If they have the appropriate access, workspace members can view and revise content in the folders, participate in discussions about the content, route the content to other team members, and have Web meetings in which attendees can discuss, view, and mark up the content.

2. To add a folder that is not already listed:
1. Click Create New from the page Actions menu.
2. Enter a Name for the folder. This is the name you will use to track the folder so it should be short and descriptive. Do not use the same name as used for another top-level folder in the workspace.

Or

Choose the name of a predefined folder by clicking . If no folders have been predefined for your system or if all predefined folders have been added to the workspace, the Browse button is unavailable. Choose a predefined folder. Click Done.

3. Enter a Description for the folder to describe the folder's intent or purpose. If you chose a predefined folder, you can edit the description.
4. Click Done.
3. To remove a folder:
1. From the Create Top-Level Folders page, check the folder(s) you want to remove.
2. Click Remove from the page Actions menu.
3. At the confirmation message, click OK.
4. Click Next.

The Create Subfolders page opens, listing all the top-level folders on the left. If you are creating the workspace from a template that contained subfolders, they are also shown on this page. You can add to or remove any of these subfolders.

To add subfolders to a workspace's folders

A subfolder is a container for documents and other content that are grouped within a folder. You will probably want to create subfolders if you anticipate that a folder will have a lot of content and this content can be logically grouped into more than two sets. If you don't want to add subfolders, you can click Next and proceed with adding workspace members.

After creating the workspace, you can add subfolders to subfolders. See Creating a Folder or Subfolder.

1. To add subfolders to a folder:
1. From the left side of the Create Subfolders page, choose a folder that needs subfolders.
2. Any subfolders already added are listed on the right.
3. Click Create New from the page Actions menu.
4. Enter a Name for the subfolder.

This is the name you will use to track the subfolder so it should be short and descriptive. Do not use the same name as used for another subfolder in the folder. A top-level folder cannot have two second-level subfolders with the same name.

5. Enter a Description for the subfolder to explain the folder's intent or purpose.
6. Click Done.
2. To remove a subfolder from a folder:
1. From the Create Subfolders page, choose the folder that contains the subfolder you want to remove.
2. On the right side of the Create Subfolders page, check the subfolders you want to remove.
3. Click the Actions menu and select Remove.
4. At the confirmation message, click OK.
3. When you are finished adding subfolders, click Next.

The Specify Access page opens, letting you add members to the workspace and define their default access. If you associated a Buyer Desk to the workspace, all members of the Buyer Desk are listed and their member type is Buyer Desk Person. If you are creating the workspace from a template, all members included in the workspace template are shown on this page.

To add members to a workspace and specify default accesses

Only people who are added as workspace members can access workspace information. Therefore, anyone who will need to access folder content, attend Web meetings, participate in discussions, create routes, or receive routed information should be added as a workspace member. As the workspace creator, you are automatically added as a member.

1. Select one or more members for the workspace.

For each member of the workspace, the page shows:

Name--The name of the person or role assigned to the workspace.

Team Lead --Indicates whether the person is a team lead.

Route Permission--Icons indicate the type of route permission.

Type--Distinguishes between roles added to the workspace, people added individually, and people added because they belong to the associated Buyer Desk. For more information about each type of member, see Workspace Accesses.

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

Access--Use to set the default access for each member. A person's default access is transferred to every folder, subfolder, and content item in the workspace. The workspace owner and 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. Basic access means that by default the person has no access to folders and content but Workspace Leads can give the person access on a folder by folder basis. You can always give the person a higher access for specific folders and content items.

2. Click Done, if everyone you want for the workspace can be selected from the list.
3. To add a new person to the workspace:
1. From the Specify Access page, click Add Member(s) from the page Actions menu.
2. See Adding a Workspace Member for searching for members.