Creating a Workspace With a Template - Collaboration - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Premier - Standard - external - Standard

You can create a workspace to start a project based on a pre-configured template created by your OnBase administrator.

As the owner of the workspace, you can change any of the pre-defined options inherited from the template as needed. Once a workspace is created, any default settings can be updated from within the workspace from the Workspace Options button. For more information on updating settings from a created workspace, see Configuring Workspace Options.

To create a workspace with a template:

From the main menu in the Web Client, select the My Workspaces option under Collaboration.

The Your Workspaces pane is displayed.
Click the Create Workspace button. The Create Workspace dialog box is displayed.
From the Select Workspace Template drop-down list, select a pre-configured template to use for your workspace.
Click Next. The Inherit Template Settings dialog box is displayed.

Select all settings from the template that you want your workspace to inherit. The following are the available options:

Inherit Setting	Description
Administration Rights	Allows new members of the workspace to have administration rights. For more information on administration rights, see The Administration Tab.
Document Rights	Allows specific actions a user can take with documents in a workspace. This includes adding, viewing, removing, and modifying documents. For more information on document rights, see The Document Tab.
Notification Options	Allows specific notifications emailed to users. For more information on notification options, see The Options Tab.
Thread Rights	Allows specific rights regarding discussion threads. This includes reading, replying, and posting new discussion threads in the workspace. For more information on thread rights, see The Thread Tab.
Users	Allows users with access to the template workspace access to this workspace. For more information on user access, see User Options.
WorkView Rights	Allows specific rights regarding WorkView objects. This includes adding, viewing, and removing WorkView objects in the workspace. For more information on WorkView rights, see The WorkView Tab. Note: You must be licensed for WorkView to use WorkView objects in Collaboration. See the WorkView documentation for details on WorkView objects.

Click Next. The Create New Workspace dialog box is displayed.
Click the General tab. The Name, Description, and Welcome Message fields are displayed and entered according to the template you selected.
Edit the Name, Description, and Welcome Message fields as needed.

Note:
The Name and Description fields allow a maximum of 255 characters.
Click the Defaults tab. A set of sub-tabs are displayed for workspace member rights.
Select the appropriate rights for the members of this workspace. For more information on workspace member rights, see the following sections:
Click the Users tab. Available users you can assign to the workspace are displayed.
Select any users you want to add to the workspace from the Available Users list.
Click the add button.

The selected users are added to the Assigned Users list.
Select a user from the Assigned Users list and click the Options button. The Collaboration User Options dialog box is displayed.

Select or deselect any of the member rights or notification options for the individual user.

Note:

If the workspace was configured to inherit the default settings from the template, 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

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.

Click Save.
Click the Attributes tab. All configured attributes for the workspace are displayed.
Enter an attribute value for each configured attribute. For example, if the configured attribute for the workspace is Administrator Last Name, enter the last name of the administrator for this workspace. When a user searches for this last name, the workspace displays in the Results pane.
For more information on workspace retrieval, see Using Workspace Retrieval to Find a Workspace.
Click Save. Your workspace is created and added to the Your Workspaces pane under the selected template name.