Configuring an Ad Hoc Workspace - Collaboration - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Premier - Standard - external - Standard - Premier

Collaboration
Platform
OnBase
Product
Collaboration
Release
Foundation 23.1
License
Standard
Premier

You can create an ad hoc workspace to start a project without the use of a pre-configured template.

To create an ad hoc workspace:

  1. From the main menu, select the My Workspaces option under Collaboration.

    The Your Workspaces pane is displayed.

  2. Click the Create Workspace button. The Create Workspace dialog box is displayed.
  3. From the Select Workspace Template drop-down list, select No Template.
  4. Click Next. The Create New Workspace dialog box is displayed.
  5. Enter a name for the workspace in the Name field.
  6. Enter a description of the workspace in the Description field.
    Note:

    The Name and Description fields allow a maximum of 255 characters.

  7. Enter a welcome message for new workspace members in the Welcome Message field.
  8. Click the Defaults tab. A set of sub-tabs are displayed for workspace member rights.
  9. Select the appropriate rights for the members of this workspace. For more information on workspace member rights, see the following sections:
  10. Click the Users tab. Available users you can assign to the workspace are displayed.
  11. Select any users you want to add to the workspace from the Available Users list.
  12. Click the add button.

    The selected users are added to the Assigned Users list.

  13. Select a user from the Assigned Users list.
  14. Click the Options button. The Collaboration User Options are displayed.
  15. Select or deselect any of the member rights or notification options for the individual user.
    Note:

    Depending on what rights were selected from the Defaults tab, some options may already be selected.

    Thread Option

    Description

    Read discussion threads

    Allows members to read discussion threads in the workspace.

    Reply to discussion threads

    Allows members to reply to discussion threads in the workspace.

    Post a new discussion thread

    Allows members to create a new discussion thread in the workspace.

    Document Option

    Description

    Add documents

    Allows members to add documents to the workspace.

    View documents

    Allows members to view documents in the workspace. The following are considerations when granting the View documents right:

    • If a workspace member is granted the View documents right, the member can view documents associated with the workspace regardless of whether they have rights to the Document Type.

    • If a Discussion Thread was created at a document level, workspace members cannot view the documents associated with the document-level Discussion Thread if the workspace members do not have rights to view the Document Type.

    Remove documents

    Allows members to remove documents from the workspace. Removing a document from a workspace does not remove the document from any other workspaces or from OnBase.

    Modify documents

    Allows members to modify documents in the workspace.

    Note:

    If a user has the right to modify a document outside of the workspace, that user can modify the same document within the workspace even if the Modify documents option is not selected.

    Notify Member Option

    Description

    Someone has posted to the workspace

    Sends a notification to workspace members when a new Discussion Thread is added to the workspace.

    A document has been added to the workspace

    Sends a notification to workspace members when a new document is added to the workspace.

    Notify when the document is revised

    Sends a notification to workspace members when a new revision of an existing workspace document is added. This option is only available when the A document has been added to the workspace option is selected.

    Note:

    Notifications are only sent if the document was revised from the OnBase Client. If the revision occurs in the Unity Client or the Web Client, no notifications are sent.

    Include the document in the notification

    Attaches the new document added to the workspace in the notification to workspace members. This option is only available when the A document has been added to the workspace option is selected.

    Note:

    Even if users are not permitted to view documents, if a notification is configured to contain documents, the user can open the document from the email notification.

    Administration Option

    Description

    The member has administrative rights

    Configures administration rights to new workspace members for documents, WorkView objects, and discussion threads.

    If this option is selected, all other rights in the dialog box are automatically selected for workspace members. You cannot deselect an option if it was automatically selected when the New members have administrative rights option was selected

    Workview Option

    Description

    Add WorkView objects

    Allows members to add WorkView objects to the workspace.

    View WorkView objects

    Allows members to view WorkView objects in the workspace.

    Remove WorkView objects

    Allows members to remove WorkView objects from the workspace.
  16. Click Save.
  17. Click Save from the Create New Workspace dialog box. Your ad hoc workspace is created and added to the Your Workspaces pane under Ad Hoc Workspaces.