A Few Tips and Tricks For Using Workspaces

Ready to get more organized with workspaces? You’ve come to the right place! This video and supporting article have tips and tricks to help you get started.

Workspaces in the Platform will help you organize measurements and designs, making it easier to find information when working on complex sites with many design and measurement files and folders.

Check out our article How to Get Started Using Workspaces to learn how to add, rename, delete, and link data to a workspace.

Tip 1: Start broad and go narrow over time

We recommend adding workspaces that will be useful for a large set of users on your site.

Let’s look at a couple of examples:

  • Consider creating a workspace for a team (for example. a structural team) rather than a workspace for every individual. For a site with many users, this would mean too many workspaces, which could create confusion and disorganization.
  • Consider creating a workspace for a specific project area that contains relevant designs and measurements for that area of work.

Tip 2: Review who has ‘Create workspace’ permission.

Only users with the new ‘Create workspace’ permission can create workspaces.

Create Workspace Permissions.png

By default, the Create workspace permission is given to users with the existing Manage Access permission

This powerful create workspace permission feature allows a user with this permission to add a new workspace and rename and delete workspaces.

Check user permissions through the Sites & access tab or the People & teams tab under Site Settings.

Tip 3: Use the Default workspace

When setting up and creating new workspaces, it's helpful to create one that functions as a central hub or master repository for your designs and measurements. This master Workspace can then link to other workspaces created for specific teams or areas on site. Updating this master workspace with the latest designs ensures that anyone accessing linked designs from other workspaces has the most up-to-date version. Also, if you remove a design file from the master workspace, it'll be removed from all linked locations, preventing the use of outdated information.

When setting up, remember that the first workspace displayed upon logging into the Platform appears at the top of the list, sorted alphabetically. So, name your workspaces deliberately to ensure that the workspace that acts as your central repository appears towards the bottom of the list, helping to avoid it becoming the main workspace where files are deposited without much thought or organization by the wider team.

For example:

1. Engineering (Likely the largest team with the most measurements, etc.)
2. Enviro
3. Planning
4. QA
5. Survey Team (The renamed default workspace used for uploading and linking designs)

Renaming your default folder to ensure it appears lower in the list, as in the example above, can help to ensure that everyone does not use it as a default, making it easier to manage version control with Design files.

Tip 4: Review existing organization on your site

Your sites already have files and folders. However, if you have individuals or groups that have created a significant number of measurements or uploaded numerous designs, it might be beneficial to establish a separate workspace for them.

Tip 5: Check out some of the helpful UX changes

This latest release includes interface updates that make it easier to view, move, and sort measurements and designs.

Bulk selection of measurements: You can now move items from within folders more like you would in a traditional file explorer. Use CTRL (CMD on Mac) + Click to select, then drag and drop.

Additional filters for designs: You can filter designs uploaded by you, designs uploaded in the last 7 days, and designs viewable on the site level.

Bulk actions for designs and measurements: The bulk action bar now allows you to select and move, export, or delete designs (and measurements) in bulk. Use CTRL (CMD on Mac) + Click to select the items and then select the action.

Toggle visibility of designs and measurements on the map: Click on the eyeball icon to toggle the visibility of the designs and measurements on the map.

Tip 6: More than just folders

Workspaces have been designed to help boost collaborative work and individual productivity across the team.

With the ability to link designs and the independent nature of workspaces, you now have a dedicated area in the Platform to work in. This allows you to easily access the most relevant design files, measurements, and folders that are specific to the project or site you are currently working on.

Tip 7: Workspaces are optional - you might not need a new workspace!

If your site has a small number of designs and measurements, and your files and folders are well organized for users you might not need a new workspace. Simply use the default workspace available in the MEASURE and DESIGNS tabs.

I still can't do it!

We wrote these articles to equip you with everything you need to get the job done on your own, but we understand that sometimes this isn't sufficient.

If you're stuck, you can connect with our support team by clicking the support button on the top right corner of your user portal.

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