5.1 General Workspace Management

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

5.1.1 Creating a New Workspace

Vibe 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 the Configure icon next to the workspace title, then click New Workspace.

    The New Workspace page is displayed.

  3. Specify the appropriate information for the page.

    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.

    Fill in any additional information fields that display when you select the workspace type.

    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.

5.1.2 Sharing a Workspace

For information about sharing workspaces in Vibe, see Section 4.0, Sharing Entries, Folders, and Workspaces.

5.1.3 Modifying a Workspace

After creating a workspace, you can modify the workspace title and description, change the icon that represents the workspace, and upload attachments to the workspace.

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

  2. Click the Configure icon next to the workspace title, then click Edit Workspace.

  3. Modify the workspace as desired, then click OK.

5.1.4 Deleting a Workspace

IMPORTANT:Deleting a workspace renders the workspace and all folders and entries within the workspace unrecoverable; they are permanently deleted from the Vibe site.

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

  2. Click the Configure icon next to the workspace title, then click Delete Workspace.

    The Delete dialog box is displayed.

  3. (Conditional) To move the workspace to the trash, select Move to trash, then click OK.

    Selecting this option removes the workspace from its current location without permanently deleting it from the Vibe system. You can undelete the workspace as described in Recovering a Workspace from the Trash.

  4. (Conditional) To permanently delete the workspace, select Delete.

    IMPORTANT:Deleted items cannot be recovered.

  5. (Conditional) 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 OpenText Vibe 4.0.8 Advanced User Guide.

  6. Click OK.

5.1.5 Recovering a Workspace from the Trash

Vibe enables you to recover a workspace that you previously moved to the Trash, restoring it to its previous location.

  1. Navigate to the workspace where the workspace previously resided before it was moved to the Trash.

    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 moved to the Trash in the Vibe site, navigate to the highest level workspace. (By default this is the Home Workspace directory.)

  2. Click the Trash folder in the Navigation panel.

    or

    Click View > View Trash in the Action toolbar.

    The Trash page displays all workspaces, folders, and entries that have been deleted in or below the current workspace. Items that have been purged are not displayed because they are unrecoverable.

  3. Select the workspace that you want to restore. Also, select any folders that the workspace contained that you also want to restore.

  4. Click Restore.

    The workspace and any folders that you selected are restored to their previous location.

For more information about undeleting, see Restoring Items from the Trash in the OpenText Vibe 4.0.8 Advanced User Guide.

5.1.6 Copying a Workspace

NOTE:When copying a workspace, only items within the workspace (workspaces, folders, and entries) that you have rights to view are copied. After the workspace is copied to the new location, it assumes the access rights of the workspace where it was copied.

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

  2. Click the Configure icon next to the workspace title, then click Copy Workspace.

    The Copy Workspace page is displayed.

  3. In the Destination Folder field, begin typing the name of the workspace where you want to copy the workspace, then click it when it appears in the drop-down list.

    or

    Click the Browse icon next to the Destination Folder field, then browse to and select the workspace where you want to copy the workspace.

  4. Click OK.

5.1.7 Moving a Workspace

Vibe 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 the Configure icon next to the workspace title, then click Move Workspace.

    The Move Workspace page is displayed.

  3. In the Destination Folder field, begin typing the name of the workspace where you want to move the workspace, then click it when it appears in the drop-down list.

    or

    Click the Browse icon next to the Destination Folder field, then browse to and select the workspace where you want to move the workspace.

  4. Click OK.

5.1.8 Adding a Sub-Workspace

Vibe 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 the Configure icon next to the workspace title, then click New Workspace.

    The New Workspace page is displayed.

  3. Specify the information.

    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.

    Fill in any additional information fields that display when you select the workspace type.

    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.

5.1.9 Adding Additional Folders to a Workspace

Vibe 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 the Configure icon next to the workspace title, then click New Folder.

    The 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 7.0, Working with Specific Folder Types.

  4. Click OK.

5.1.10 Generating Activity Reports for a Workspace

Vibe 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 View > Activity Report.

    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 Vibe 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 Vibe generates an activity report that includes all folders in the workspace.

  4. Click OK.

    Vibe launches the report in a spreadsheet. For information regarding the columns in this spreadsheet, see Generating Activity Reports.

5.1.11 Configuring Sharing Rights for a Workspace

By default, workspaces outside of users’ personal workspaces are not configured to allow content to be shared. If you want users to be able to share content from a workspace, you must configure it accordingly.

To configure the sharing rights for a workspace:

  1. Navigate to the workspace where you want to configure the sharing rights.

  2. Click the Configure icon next to the workspace title, then click Workspace Share Rights.

    The Set Workspace Sharing Rights dialog box is displayed.

    Select Allow next to any share rights that you want to grant to all the selected workspaces, and select Clear next to any share rights that you do not want to grant.

    The following share rights are available:

    Internal Users: Allows users to share items with internal users.

    External Users: Allows users to share items with users external to the organization.

    Users external to the organization receive an email notification with a link to the shared item, and they can then log in to the Vibe site. For more information, see Sharing with People Outside Your Organization.

    Public: Allows users to make items publicly available. This means that anyone with the correct URL to the shared item can access the shared item without logging in to the Vibe site.

    This functionality must be enabled by your Vibe administrator.

    File Link: Allows users to share a link to a file in Vibe. Any user with the link can then access the file. However, the file is not displayed in the Public area, so users must have direct access to the link in order to access the file.

    For more information about File Links, see Distributing a Link to a File.

    Allow Re-Sharing of granted rights: When users share a file or folder, they can give the users they are sharing with the ability to re-share the file or folder. The user receiving the share can share the file only if that user has been given administrative rights to share the file or folder.

    IMPORTANT:When selecting this option, be aware that if one user's access rights to an item are removed, it does not remove the access rights of the user with whom the item was re-shared.

    For example, suppose User A shares an item with User B and grants re-share rights. User B then shares the item with User C. If User A revokes User B's access rights to the item, User C continues to have access to the shared item.

5.1.12 Defining a User-Friendly URL for a Workspace or Folder

A user-friendly URL for your workspace or folder can make it easier for others to navigate to the workspace or folder.

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

  2. Click the Configure icon next to the workspace title, then click Configure Views, URLs and Controls.

  3. Click the Simple URLs and E-mail Addresses tab.

  4. In the Define simple URLs 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.

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

  6. Click Add > Close.

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

Defining a user-friendly URL for a folder can also enable users to email folder entries into the folder, as described in Setting Up a Folder to Receive Entries Via Email.

5.1.13 Setting a Data Quota for a Workspace

The Vibe administrator can allow you to set your own data quotas for your workspaces and folders. For more information, see Setting a Data Quota for Workspaces and Folders in the OpenText Vibe 4.0.8 Advanced User Guide.

5.1.14 Customizing the Workspace View

Vibe enables you to customize the layout of your workspace. For more information, see Creating Custom Workspace Views in the OpenText Vibe 4.0.8 Advanced User Guide.

5.1.15 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 OpenText Vibe 4.0.8 Advanced User Guide.

5.1.16 Displaying 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 OpenText Vibe 4.0.8 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. Click the Configure icon next to the folder title, then click Edit Workspace.

  3. Click in the Description section, then click Insert > Media.

  4. In the General tab, 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 OK to display the video in the workspace.

For more information about other places where you can display YouTube videos in Vibe, see Displaying YouTube Videos in a Folder Entry.