Workspace
General configuration of workspaces on the platform
Last updated
General configuration of workspaces on the platform
Last updated
All workspaces on the platform are managed under the workspaces tab in the Admin Center. New workspaces can also be added and configured.
In the Admin Center the term Team is often used (see screenshots). The meaning is the same as the term workspace.
To create a new workspace click on the '+' button. In the pop-up overlay enter the name and the owner of the workspace. If the owner has not yet been created or exists, it can be created here.
To get to the detail view of a workspace, click on an entry in the workspace list. Various settings and configurations can be made there.
Overview of the individual tabs:
Users: You can select existing users or create new ones to add to the workspace
Apps: From the list of apps available on the platform, an app can be selected and added to the workspace.
Sources: Data sources can be configured here such as Exchange, Dropbox or IMAP.
Groups: New groups (roles) can be created here. Existing ones can also be configured.
Quota: Here is the limitation of the storage space on storage media ('quota limit').
Licenses: License files are uploaded here. Detailed description is given in the chapter about licenses.
Security: The security settings can be made in the Security tab. Currently you can only enable the 2 factor authentication.
For a more detailed explanation of the individual tabs see the following chapters.
Actions in the Detail View menu:
Activate all users: All users of this workspace that are not yet activated (see confirmation in chapter Users) are activated.
Delete Team: The workspace where you are currently located is deleted.
Delete Team Persistent: Workspace is deleted persistently, i.e. the data can no longer be restored.
Delete all Activities: All previously logged activities are deleted. Can be useful because a lot of data accumulates over a long period.
Disable/Enable Activities: You can enable and disable logging of activities for this workspace here.
Under the tab Users there is a list of all users who have access to the workspace. For each user entry the Confirmed status is also displayed.
Confirmed or unconfirmed means that a newly added user has already confirmed his email or not.
At the top of the list you can search for users from the list (filter). Next to it you can add new users to the workspace with the '+' button. You can create new users as well as add existing users from the platform. On the far right you can reload the list.
When a new user is created, a confirmation e-mail is sent to him. It will be marked as unconfirmed until it is confirmed by the newly created user. You can also manually activate this user. This is done in the details view in the menu with the action 'Activate user'. When this action is performed, the user will be activated and will receive an e-mail message.
You can also remove users from the workspace. This is also done with the menu action 'Remove from team'.
Clicking on an entry from the list opens the details of a user. There the general data like name, abbreviation etc. can be viewed. However, this information cannot be changed. Groups can be added in this view and you get an overview of the configured Data Sources. For each Data Source you can set up or configure the login information here.
Credentials of data sources can configure in this view.
Analogicaly to the user list, the Apps tab which are available to the workspace can be managed here. On top we have again the filtering of the list, next to it the button to add apps and on the very right the refresh of the list.
To add an app to the workspace click on the '+' button. An overlay opens with a list of available apps on the platform. A selected app can now be installed in the workspace.
To display information of an app, click on an entry from the list. A new map opens with the detail view. From here you can also uninstall an App by executing the action 'Uninstall App' in the menu in the header (icon '...'). this means that the App is uninstalled from the workspace, not removed from the platform.
The available sources of a workspace can be managed in Sources. First the not configured sources are displayed. These can now be selected and configured. This is done with different properties depending on the adapter.
For configured sources, the configurations can be deleted again. Clicking on a source displays a map with the configuration details. Above the map a 'Delete' button appears. For adapters that require authentication, a button for deleting the authentication appears additionally.
In the Admin Center, groups can be managed in the same way as with the Team App in the respective workspace. Here you can configure existing groups and create new groups.
If you get to the groups tab and no groups have been created yet, the default groups are displayed first. These are Administrator and Everyone.
The default groups are highlighted in the overview. Administrator is red, Everyone is blue. Custom groups are gray.
To create a new group you can enter a group name in the input field at the top. After pressing enter a new map with the details will open. In the same way, clicking on an entry from the list will open the details view.
For the Standard group, only limited settings can be changed in the details. These are Change Owner and Description. In addition, new members can be added and deleted from the list of available users. Changing the group name and group rights is prohibited. Deleting these groups cannot be executed either.
Newly created groups can of course be configured extensively.
After the name of the new group has been assigned, an owner of this group must be selected from the list of users. A description can be added and the group right must be selected from drop down menu. There are three groups of rights available.
Read: For this group the read permission applies to all Apps in the workspace.
Write: Both writing and reading are possible for the group for all Apps in the workspace.
Custom: The group is connected with specific roles of Apps.
If you want to restrict or extend rights for individual Apps, you can do this with the custom rights. If you select Custom, a list of the Apps in this workspace appears below the drop-down menu. Here you can select the roles that have been configured in the App itself. That will link the current group to the rights which are defined for the selected roles. This allows you to fine-tune the rights.
Group rights can be exported and imported. Exporting group rights provides a file with the overall right (Read, Write, Custom) and the linked roles. Importing group rights overrides the overall right and the linked roles.
Given the user can read the rights of a group, then the user can export the rights of that group. Given the user can update the rights of a group, then the user can import the rights to that group.
Given group rights are exported and the rights contain a role (linked or unlinked), when the group rights are imported and the target group rights also contain the role, then the role link is updated (linked or unlinked).
Given group rights are exported and the rights contain a role (linked or unlinked), when the group rights are imported and the target group rights do not contain the role, then that source role is ignored.
When group rights are imported and a role of the target group was not exported, then that target role is ignored.
Of course, users can also be added here. They are then members of this group. To delete one or more members click on an entry. A multiple selection appears with which you can delete several entries at once.
If ACLs have been configured for Apps, they are available for selection here.
Here the quota of available storage space can be configured or viewed. These values only refer to this workspace.
If the value is not yet limited, the information of the used storage space is not displayed. The 'remaining' value is Unlimited.
The Quota tab shows the currently used disk space of a workspace. Even without a configuration of Quota.
After entering a value for Max Allowed and Warning Threshold and saved, a chart with the available memory and the used memory appears above. The red vertical line represents the warning threshold.
Licenses can be uploaded in the Admin Center just like in the Team App. There is a separate page for documentation on creating and managing licenses.
Under Security the two-factor authentication (2FA) configured for the platform can be enabled for each workspace separately. How 2FA is configured for the platform is described in Platform/Misc.
