When you log into the workspace as a Tenant Administrator, a list of all workspaces associated with your organisation is displayed.
On this screen, you can:
- Use the search box to find a workspace in the list if you know its name.
- Add a new workspace.
- Edit a workspace.
- Manage the user accounts for your organisation.
- Add/edit the tags that are associated with each workspace.
Note that if there are more than 20 workspaces in this list, you can navigate to the next page using the ‘Next’ button.
The status of each workspace is also displayed as either:
- Active: The workspace is fully operational and can be accessed and used by any member of the workspace.
- Pending: A change to the workspace has been requested, and the system is currently configuring the workspace. The workspace can continue to be used by any member, however, further changes to the workspace are not allowed until the workspace returns to the 'Active' state.
- Error: Either the creation of, or a change to, the workspace has been unsuccessful. To view details about an error, click the ‘View error details’ link. If an error occurs, it is recommended that you contact the Aridhia service desk (firstname.lastname@example.org) for support in correcting this issue, being sure to include a screenshot of the error details as shown in the example below.
Adding a new workspace
You can add a new workspace by clicking on the ‘Add a Workspace’ button.
Here you can provide a name for your new workspace and choose at least one user to be a Workspace Administrator. This person will be responsible for inviting other users to become members of this workspace, and for assigning appropriate roles aligned to the activities these users will be undertaking.
Adding Workspace Administrators
To add administrators to your new workspace, click the ‘Add Administrator’ button. This will display a list of all user accounts within your organisation. Please note that you cannot designate Tenant Administrators, including yourself, as Workspace Administrators.
Select one or more users in the list to assign the Workspace Administrator role to. Click once on each user account to select it, and again if you wish to deselect it. You can also search for by typing in the ‘Find a User’ search box, or move between pages of the list using the ‘Next’ and ‘Previous’ buttons above the list.
To remove user accounts from the list, click the cross icon in the Remove column.
Once you have selected all the user accounts you wish to appoint as Workspace Administrators, click the ‘Add’ button.
The selected user accounts will appear in the Workspace Administrators list. Now you can choose which user will be the workspace Owner. This user is deemed to be ultimately responsible for the users that are invited into the workspace, and the activities that a performed in it. A workspace must be assigned an Owner before it can be created.
Expanding the basic workspace information
You may also wish to provide a Reference and Summary for the workspace. 'Reference’ is an optional field that allows you to record any information you may feel useful for aligning workspace maintenance with any of your own administration systems, such as your organisation’s research information system. The ‘Summary’ field provides you with an option to describe your workspace in any way you see fit, e.g., a short description of the research that will be undertaken in the workspace.
An ‘Additional Services’ section is also provided on this screen to allow you to customise the optional services on an individual workspace basis. Mini-apps are provided as a standard service with workspaces, and as such this option is already enabled for you. More add-on services will appear here over time if and when they enabled for your organisation.
When you are finished configuring your new workspace click the ‘Add Workspace’ button, and you will be returned to the list of your organisation’s workspaces. Your new workspace will be visible in this list, however until the workspace is fully created and configured according to the information you provided, its status will show as ‘Pending’.
Any users, with the exception of the workspace Owner, that you added as Workspace Administrators will receive an email informing them that they’ve been invited to the workspace that you have created. They must accept the invitation in order to gain the workspace access required to perform their maintenance duties. The Owner will not receive an invitation – they will automatically be provided with access – however, they will receive an email confirming creation of the new workspace.
Editing a workspace
First, select the relevant workspace in the list and click the ‘Edit Workspace’ button. This button will be disabled if the workspace is not in an 'Active' state. Read more about the different states of a workspace in the introduction section of this article.
When editing a workspace, you can add/remove Workspace Administrators and change the ‘Reference’ and ‘Summary’ fields. However, you cannot change the name of a workspace once it has been created.