Workspaces

Separate work areas can be created in the collaboration area, which are used for internal and cross-company communication. For an effective and efficient exchange of information with external business partners, these can be added to the workspace as partners.

Task lists can be created in a work area to obtain an overview of the current processing status at any time. New tasks are created in the task list using the plus button. Tasks can be opened and edited using the edit button or by double-clicking on the task. The filter function can be used, for example, to filter by the responsible user. For each task it is possible to store files as an attachment and to call up the change log.

Notification options: In Settings, in the Notifications area, you can select the events for which the system should automatically send notifications by e-mail. For example, users can be informed when a task is assigned to them.

User roles

There are three different roles in the scope of workspaces:

1. An Owner has all rights within a workspace. In particular, they can add and remove other users and groups to and from the workspace. But also, imports of task lists, collaboration lists, or project plans and the creation of new collaboration lists are reserved for this role.
2. A Member can work with the data of a workspace. They can edit and complete tasks, add, edit, and delete entries in collaboration lists, as well as evaluate data.
3. A Partner has almost the same rights as a member. The main differences are that entries in collaboration lists cannot be confirmed and confidential data, such as the email addresses of other people in the workspace, cannot be viewed.
4. An Reviewer only has viewing rights. He cannot add, edit, delete or confirm entries in collaboration lists. However, he is allowed to create personal list views for evaluations.

The impact of column restrictions is tied to the user's organizational role. External employees are affected by the column restrictions, but members of the organization are not.

Workspace defaults

In the organization settings there is a page to manage workspace defaults. Such a configuration includes

• Role assignments for specific users and groups
• Collaboration lists (aggregation lists only)
• Configurations for dashboards

When creating a workspace, a workspace default can be selected. The elements configured in it are assigned to the workspace once. This feature is particularly intended for automatically created workspaces in order to minimize the subsequent manual configuration effort.