Exact Synergy Enterprise

Viewing catalog of workspaces

Menu paths

Workspaces catalogue
? Workspaces catalogue

Introduction

This page lists all personal and company workspaces that you have the right to copy as templates, view, and/or modify. The workspaces are displayed in the form of cards.

You can also make use of the filter criteria via the icon to display only the workspaces that you want to see.

In this document, the workspace term refers to both personal and company types, unless specified.

Roles and rights

All users with the Professional, CRM, or Employee self-service role are able to access this page. This page is also available for resellers, suppliers, and customers.

Note:

For more details on function rights, go to Modules ? System ? Setup ? Security ? Function rights.
For more details on roles, go to Modules ? System ? Setup ? Security ? Roles.

What version are you using?

The information in this document is applicable to product update 260 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I view the workspaces?

On the Workspaces catalogue page in the Browse workspaces section, select an option to specify the workspaces to be displayed in the All workspaces section.
Click the icon to further refine the criteria, and then click Apply filters.
Click the desired workspace card that is displayed in the All workspaces section.

How do I check in workspaces that I have checked out?

On the workspace card, click Check in. A message will be displayed to confirm the action.
Click Yes to check in the workspace.

How do I share workspaces with other people?

On the workspace card, click Share. The Information panel will be displayed on the right.
In the Sharing section, click Add. The Sharing: [Name of the workspace] page will be displayed.
Select one of the options available on the left to indicate if you want to share the workspace based on person, project, role, division, et cetera.
On the available field(s) on the right, select the relevant person, project, role, division, job group, job title, cost centre, cost centre group, or account with whom you want to share the workspace.
Then, specify the right to be given.
Click Add. The Sharing: [Name of the workspace] page will be automatically closed. The person or people with whom you have shared the workspace will be displayed in the table.
Click Save at the header. If the Can view or Can edit right is given to at least one person, the message “Check in workspace?” will be displayed.
Click Yes.

Keep in mind: The check in and check out modes are applied to prevent the workspace from being edited by more than one person at the same time.

How do I remove the sharing of workspaces with other people?

On the workspace card, click Share. The Information panel will be displayed on the right.
In the Sharing section, click next to the respective person whom you want to remove the sharing. The person will be removed from the table.
Click Save at the header. If the workspace is still shared with other people with the Can view or Can edit right, the message “Check in workspace?” will be displayed.
Click Yes.

Keep in mind:

You can only remove the sharing right from a person if you are the creator of the workspace, or have the Can edit right for the workspace.
You can remove the sharing rights from everyone at one time by clicking Stop all.

How do I use the workspace as a template to create another workspace?

On the workspace card, click Copy template & create a new workspace. The same workspace will be displayed, with the workspace area in grey.
At the header in the field, type the title of the workspace. By default, the title of the workspace which you are using as a template will be filled.
At the Information panel on the right at Description, type a description for the workspace.
In the Sharing section, click Add to share the workspace with other people. This step is not required if you do not want to share the workspace with anyone.
Click Save. The newly-created workspace will then be displayed.

How do I pin workspaces to my general navigation menu?

On the workspace card, click Pin. The icon on the workspace card will change to Unpin, indicating that the workspace has been pinned to the general navigation menu.

How do I remove the pinning of workspaces from my general navigation menu?

On the workspace card, click Unpin. The icon on the workspace card will change to Pin, indicating that the workspace has been removed from the general navigation menu.

Keep in mind: The Unpin icon is not enabled on the workspace card of the personal workspace if it has been set as the default workspace.

Click this to display the catalog of all workspaces that you have the right to copy as templates, view, and/or modify. The workspaces include those that have been created by you, or shared with you with the Can edit, Can view, or Can use as a template right. By default, this option is selected.

Personal

Click this to display the catalog of workspaces that have been created by you, but not shared with anyone.

Company

Click this to display all company workspaces that you have created, or have the right to copy as templates, view, and/or modify.

I can edit

I can view

Click this to display the catalog of all workspaces that you have the right to copy as templates and/or view. The workspaces are those that have been shared with you with the Can view right.

Templates

Click this to display the catalog of all workspaces that you have the right to copy as templates. The workspaces are those that have been shared with you with the Can use as a template right.

All workspaces section

You can refine your search for workspaces via the icon.

Click this to display or hide the Criteria subsection.

Title or description

Type the title or part of the title to display the workspaces that match the entered title.

Creator

Type or select the ID or name of the person to display the workspaces that have been created by the person selected. Once the person is selected, you can also click the name to view the corresponding personal card. For more information, see Viewing personal cards.

Modifier

Type or select the ID or name of the person to display the workspaces that have been last modified by the person selected. Once the person is selected, you can also click the name to view the corresponding personal card. For more information, see Viewing personal cards.

Clear all

Click this to reset the defined filter criteria.

Apply filters

Click this to search for the workspaces based on the defined filter criteria.

Title, Last created, Last modified

You can sort the workspace cards displayed in an ascending order by title, the latest creation date, or the latest modified date.

Search results

The workspaces that match the criteria defined in the Browse workspaces and Criteria sections are displayed here in the form of cards. The title of the workspace is displayed at the header of each workspace card. Also on the header of each workspace card, icons will be displayed or hidden depending on the right that you have for the workspace.

Check in — Click this to check in the workspace. This is available only if you have checked out the workspace.
Share — Click this to share the workspace with other people.
Copy template & create a new workspace — Click this to use the workspace as a template to create another workspace.
Pin — Click this to pin the workspace to your general navigation menu.
Unpin — Click this to remove the workspace from your general navigation menu.

The name of the creator and the description of the workspace (if defined) are displayed at the bottom of each card. You can also click the name to view the corresponding personal card. For more information, see Viewing personal cards.

The thumbnail of the workspace is displayed on the workspace card. By default, the background color of the widgets on the thumbnail will be white and the header bar color will be gray. If you have defined a different color for the widgets on the widget editor page, the color will be reflected accordingly on the workspace card.

The thumbnails for workspaces that have been modified are regenerated every time the Exact.Jobs.Workspaces background job runs. If a person has checked out a workspace to make changes to it, but has yet to check in the workspace, only that particular person will be able to see the changes reflected in the thumbnail. For workspaces that do not have any change, the thumbnails will not be regenerated.

If the “Error generating thumbnail for workspace xxx: The serialized data is invalid” error is logged at Modules ? System ? Reports ? Log ? Processes, this indicates that an error in generating the thumbnail for that particular workspace is encountered. To ensure that the thumbnail can be generated when the background job runs the next time, you will have to access the particular workspace, click Edit, and then save the workspace again.