4.1 General Workspace Management

This section contains task information that applies to all types of workspaces.

4.1.1 Creating a New Workspace

Teaming enables you to create new workspaces in any workspace where you have appropriate rights.

  1. Navigate to the workspace where you want to create the new workspace.

  2. Click Manage > Add New Workspace.

    The Add New Workspace page is displayed.

  3. Specify the information.

    Not all of the information is displayed for each type of workspace that you are creating.

    Workspace Title: Specify a title for the workspace.

    If you leave this field blank, the workspace is titled Workspace.

    Workspace: Select the type of workspace that you want to create.

    Team Members: (Conditional) This section is displayed only if you are creating a team workspace. Use this section to specify users and groups that you want to include as members of your team workspace.

    Workspace Folders: Use this section to select the folders that you want the workspace to contain.

    Announcement: (Optional) Create an announcement message to be sent to all members of the team.

    If you are not creating a team workspace, this message is sent to all team members of the parent workspace.

  4. Click OK.

4.1.2 Deleting a Workspace

  1. Navigate to the workspace that you want to delete.

  2. Click Manage > Delete This Workspace.

    The Delete This Workspace page is displayed.

  3. (Optional) Select Purge this workspace immediately if you want to purge the workspace so that it cannot be recovered.

    NOTE:Selecting this option renders the workspace unrecoverable and it is permanently deleted from the Teaming site.

    If you do not select this option, you can undelete the workspace as described in Section 4.1.3, Undeleting a Workspace.

  4. (Conditional) (Optional) If the workspace contains mirrored folders, you can select to delete the source files of the folders, and also all of the mirrored folders’ sub-folders.

    For more information on working with mirrored folders, see Working with Mirrored Folders in the Novell Teaming 2.1 Advanced User Guide.

  5. Click OK.

4.1.3 Undeleting a Workspace

Teaming enables you to undelete a workspace that you previously deleted, restoring it to its previous location.

  1. Navigate to the workspace where the deleted workspace previously resided.

    For example, if you want to restore a team workspace that was in the Team Workspaces directory, navigate to the Team Workspaces directory.

    HINT:If you want to see everything that has been deleted in the Teaming site, navigate to the highest level workspace. (By default this is the Home Workspace directory.)

  2. Click the Trash icon Teaming Interface, located in the Workspace toolbar.

    The Trash page displays all workspaces, folders, and entries that have been deleted in or below the current workspace.

  3. Select the workspace that you want to undelete.

  4. Click Restore.

    The workspace is restored to its previous location.

For more information about undeleting, see Restoring Deleted Items in the Novell Teaming 2.1 Advanced User Guide.

4.1.4 Copying a Workspace

  1. Navigate to the workspace that you want to copy.

  2. Click Manage > Copy This Workspace.

    The Copy Workspace page is displayed.

  3. Use one of the following methods to copy the workspace:

    • Select the Destination Folder or Workspace: Use the Workspace tree to navigate to and select the folder or workspace where you want to copy the workspace.

    • Find the Destination Folder or Workspace: In the provided field, specify the name of the folder or workspace where you want to copy the workspace.

  4. Click OK.

4.1.5 Moving a Workspace

Teaming enables you to move a workspace into any folder or workspace where you have appropriate rights.

  1. Navigate to the workspace that you want to move.

  2. Click Manage > Move This Workspace.

    The Move Workspace page is displayed.

  3. Use one of the following methods to move the workspace:

    • Select the Destination Folder or Workspace: Use the Workspace tree to navigate to and select the folder or workspace where you want to move the workspace.

    • Find the Destination Folder or Workspace: In the provided field, specify the name of the folder or workspace where you want to move the workspace.

  4. Click OK.

4.1.6 Adding a Sub-Workspace

Teaming enables you to create sub-workspaces inside of existing workspaces.

  1. Navigate to the workspace where you want to add the sub-workspace.

  2. Click Manage > Add New Workspace.

    The Add New Workspace page is displayed.

  3. Specify the information.

    Not all of the information is displayed for each type of workspace that you are creating.

    Workspace title: Specify a title for the workspace.

    If you leave this field blank, the workspace is titled Workspace.

    Team Members: (Conditional) This section is displayed only if you are creating a team workspace. Use this section to specify users and groups that you want to include as members of your team workspace.

    Workspace: Select the type of workspace that you want to create.

    Workspace Folders: Use this section to select the folders that you want the workspace to contain.

    Announcement: (Optional) Create an announcement message to be sent to all members of the team.

    If you are not creating a team workspace, this message is sent to all team members of the parent workspace.

  4. For information on filling in this page, see Section 4.1.1, Creating a New Workspace.

4.1.7 Adding Additional Folders to a Workspace

Teaming enables you to add additional folders to your workspace at any time.

  1. Navigate to the workspace where you want to add the new folders.

  2. Click Manage > Add new folder.

    The Add New Folder page is displayed.

  3. Specify the following information:

    Folder Title: Specify a title for the folder.

    If you do not provide a title, the folder is given the default folder name. For example, a Discussion folder is named Discussion.

    Folder: Select the type of folder that you want to create.

    For information about each type of folder, see Section 6.0, Working with Specific Folder Types.

  4. Click OK.

4.1.8 Generating Activity Reports for a Workspace

Teaming enables you to generate reports about the activity that has occurred in a particular workspace.

  1. Navigate to the workspace that you want to generate the activity report for.

  2. Click Manage > Activity Reports.

    The Folder Activity page is displayed.

  3. Specify the following information:

    Report on Activity Between: Select the date range for which you want to generate the activity report.

    Report Workspace or Folder Activity: Select this option to see how many views, adds, modifies, and deletes have been made in the folder. You can generate a report for the following categories of users:

    • Team Members: View the workspace activity of individual team members only.

    • All Users: View the workspace activity of all Teaming users. This option shows the name of each user who has had some type of activity in the workspace.

    • Summary: View a summary of all the activity that has occurred in the workspace. This option does not list individual users.

    Report on Workflow State: Select this option to view the activity of a workflow. You can select to show the average amount of time the workflow spent in each state, or show the number of entries that are currently in each state.

    Select the Folders for Reporting: Select the folders about which you want to generate the activity report. If you select the workspace, then Teaming generates an activity report that includes all folders in the workspace.

  4. Click OK.

    Teaming launches the report in a spreadsheet. For information regarding the columns in this spreadsheet, see Section 7.10.1, Activity Reports.

4.1.9 Defining a User-Friendly URL for a Workspace

When you define a user-friendly URL for your workspace, it can make it easier for others to easily navigate to the workspace.

  1. Navigate to the workspace where you want to define the URL.

  2. In the Workspace toolbar, click Manage > Configure.

    The Configure Default Settings page is displayed.

  3. In the Define a simple URL for this folder or workspace section, select one of the predefined global keywords from the Define URL drop-down list.

    Unless you are a site administrator, your URL must begin with one of these predefined global keywords.

  4. In the provided field, specify the desired URL for the folder or workspace.

  5. Click Add > Close.

To delete a defined URL, select the URL in the Currently defined URLs section, then click Delete the selected URLs.

4.1.10 Customizing the Workspace View

Teaming enables you to customize the layout of your workspace. For more information, see Creating Custom Workspace Views in the Novell Teaming 2.1 Advanced User Guide.

4.1.11 Branding a Workspace

Branding a workspace is a good way to make the workspace more unique and identifiable. When you brand a workspace, the brand is also applied to all sub-workspaces and sub-folders.

For more information on branding, see Branding a Folder or Workspace in the Novell Teaming 2.1 Advanced User Guide.

4.1.12 Displaying YouTube Videos in a Workspace

Teaming enables you to display YouTube* videos in a workspace. This section describes how to display YouTube videos in the Description section of the workspace. For information on how to display YouTube videos in the Branding section of a workspace, see Branding a Folder or Workspace in the Novell Teaming 2.1 Advanced User Guide.

To display a YouTube video in the Description section of a workspace:

  1. Navigate to the workspace where you want to display the YouTube video.

  2. In the Workspace toolbar, click Manage > Modify This Workspace.

  3. In the Description section, click the Video icon Teaming Interface.

  4. In the provided window, in the YouTube URL field, paste the URL of the YouTube video that you want to post.

  5. In the Dimensions fields, do not make any changes if you want to keep the default YouTube dimensions.

  6. Click Insert, then click OK to display the video in the workspace.

For more information about displaying YouTube videos in Teaming, see Section 7.15, Displaying YouTube Videos in a Folder Entry.