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  1. Go to Collaborate > Your workspaces from the top navigation bar.
  2. Click the add button () next to Your workspaces in the left-hand panel.
  3. Enter a Workspace name and Description.
  4. Select Public for the Workspace type.
  5. Click Edit image to upload a thumbnail image for the workspace. The image should be 426 x 477px.
  6. Click Create.

Creating a workspace.Image RemovedCreating a new public workspace.Image Added

Note

Note that if a user is deleted, any workspaces they have created will not be deleted. If they were the Workspace Owner you may want to transfer ownership of the workspace to another user. Any contributions created by the deleted user (e.g. resources, playlists and surveys) will be deleted, so you may need to recreate any important contributions in the workspace.

Info

By default, all authenticated users will have the capability to create new workspaces. If you decide to disable this capability site-wide, you can choose to assign the Workspace Owner role to specific users to allow them to create workspaces.

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  1. Go to Collaborate > Your workspaces from the top navigation bar.
  2. Click the add button () next to Your workspaces in the left-hand panel.
  3. Enter a Workspace name and Description.
  4. Select Private for the Workspace type.
  5. If you want the workspace to be hidden from other uses, tick the Hide workspace checkbox under Workspace type.
  6. Click Edit image to upload a thumbnail image for the workspace. The image should be 426 x 477px.
  7. Click Create.

You may want to create a hidden workspace initially so you can add content and/or members before making the workspace discoverable.

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  1. Click on the icon of three dots () and select Edit workspace.
  2. Under Workspace type tick the Unhide workspace checkbox.
  3. Click Save changes.
  4. The workspace will not now be visible, but still private.

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Finding workspaces

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Note

If you have enabled multitenancy on your site then users won't have access to workspaces in other tenants. If you have enabled Tenant isolation then additional restrictions will apply.

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To join a public workspace users can follow these steps:

  1. Go to Workspaces Collaborate > Find workspaces from the top navigation bar.
  2. Browse the list for a workspace you want to join.
  3. Click Join on the workspace thumbnail. Alternatively, click the thumbnail to view the workspace first, then click Join workspace in the right-hand information panel.
  4. You are now a member of the workspace.

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To join a private workspace users can follow these steps:

  1. Go to Workspaces > Collaborate> Find workspaces from the top navigation bar.
  2. Browse the list for a workspace you want to join.
  3. Click Request to join.
  4. Wait for the Workspace Owner to accept your request.
  5. You are now a member of the workspace.

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  1. Navigate to the workspace you want to add members to.
  2. Click the User menu (this will say Owner if you are the Workspace Owner) and select Add members from the dropdown list.
  3. In the Add members to workspace pop-up use the Browse all tab to find the user(s) you want to add to the workspace.
  4. Tick the checkboxes for all users you want to add, and check the Selected items tab to view only the users you have selected.
  5. Click Add.
  6. The selected users will simply be added to the workspace without the need for their approval. Added members will be automatically notified.
Note

If multitenancy is enabled on your site and you have multiple tenants set up then there are restrictions on which users can be added to different workspaces.

Adding members to a workspace.

Note

The columns displayed in the Add members to workspace tab are determined by the User profile summary card. This means you can configure this interface to ensure that sensitive information is not displayed to Workspace Owners.

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Site Administrators and Workspace owners can also remove members from the workspace in the Members tab. To do this select the icon of three dots () in the top-right corner of the user's card, then select Remove.

Bulk adding users

As a Site Administrator you can add users to workspaces in bulk. To do this, follow these steps:

  1. Navigate to the workspace you want to add members to.
  2. Click the User menu (this will say Owner if you are the Workspace Owner) and select Bulk add audience(s) from the dropdown list.
  3. Check the boxes to select the audience(s) you wish to add to the workspace, then click Add.
  4. A pop-up will indicate how many new users will be added to the workspace (note that any users in the audience that are already members of the workspace will not be included in this number). Click Add members, or click Go back if you wish to change your selections. If no new users will be added you will instead be prompted to Reselect audiences.
  5. An alert will indicate that the process has started, and you will receive a second notification once all users in the selected audience(s) have been added to the workspace.
Note

Note that if any users leave the selected audience(s), they will not be removed from the workspace. Workspace membership is not synced with audience membership. Instead, users are added on a one-off basis, based on audience membership. These users can choose to leave the workspace, and their audience membership will be unaffected.

Workspace notifications

There are a number of workspace notifications that can be used to keep a workspace's owner and members up to date with changes and ongoing discussions. To configure notification preferences:

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NotificationRecipientDescription
New items added to workspace libraryWorkspace OwnerThe Workspace Owner is notified when new content (e.g. a resource or playlist) is added to the workspace.
Member request acceptedUser joining a workspaceWhen a user requests to join a private workspace they will be notified when the Workspace Owner approves their request.
Comments on discussion postsDiscussion posterThe poster of a discussion will be notified when another user comments on the post.
Request to join private workspaceWorkspace OwnerWhen a user requests to join a private workspace the Workspace Owner will be notified.
User has been added to a workspaceAny userWhen a Workspace Owner adds a user to a workspace the user will be notified.
Workspace ownership has been transferredNew Workspace OwnerWhen the current Workspace Owner or a Site Administrator transfers ownership of a workspace the new Workspace Owner will be notified.

New users added in via bulk audience(s)

New workspace membersEach new workspace member that has been added via an audience will also receive a notification that they have access to the workspace.
New discussion in a workspaceWorkspace Owner and workspace membersThe Workspace Owner and all workspace members are notified when a workspace member adds a new discussion topic to the workspace.

By default users will receive web notifications while logged in and email notifications while offline.

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Site Administrators or Workspace Owners (including the workspace's creator) can permanently delete a workspace, meaning members will no longer be able to view the workspace or any discussions contained within it. Users also won't be able to access any files they uploaded to the workspace.

To delete the workspace simply click the icon of three dots (Image Removed) in the right-hand information panel, then select Delete workspace from the dropdown menu. The system will ask you to confirm that you want to delete the workspace.

Warning

Deleting a workspace will result in permanent loss of data, so this decision should not be taken lightly. If you are unsure if you want to delete the workspace permanently, you may prefer to temporarily disable the workspace, as this decision is reversible.

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As a Site Administrator or Workspace Owner, you can delete a workspace by following these steps:

  1. Go to Collaborate > Your spaces.
  2. Select the workspace you need to delete.
  3. Select the user actions menu in the top-right corner (this will appear as your role, e.g. Owner), then select Delete workspace.
  4. When prompted to confirm, click Delete.

When you delete a workspace this will not happen immediately, but the workspace will instead be flagged for deletion. When the cron next runs an ad-hoc task will be executed to delete the workspace.

Warning

Deleting a workspace will result in permanent loss of data, so this decision should not be taken lightly.

Note

Once a workspace is flagged for deletion it will not be visible to the user, except for in the recipient list of shared resources.

Totara Community

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Join the conversation on Workspaces in the Totara Community. 

The Totara Academy has a whole course dedicated to using Workspaces in Totara EngageHere you can find out more about setting up and using workspaces, see best practice, and give it a go yourself.

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