Workspace Manager

Workspace Manager

Overview

Workspaces are the home page users see when they first log in to VisualVault.

The Workspace Manager allows administrators to customize user homepages with tabs and widgets. The workspace manager is also used to determine the security and visibility of workspaces for different user groups.

Workspaces replace the Portal feature as the mechanism for managing the VisualVault homepage.

Objective

The Workspace Manager enhances the homepage creation process by offering an advanced, modernized functionality developed on an Angular framework. The modular design uses widgets, which allow administrators to easily add information and interactive elements to a workspace.

Description

Key Functionality

Administrators who are members of the VaultAccess group will be able to:

• View the list of existing default and assigned Workspaces

• Select one of the available workspaces as the default workspace for any unassigned users, groups, or sites

• Navigate to the Workspace Manager screen and create a new Workspace

• Set up the layout by selecting row and column styles

• Add one or multiple widgets to the Workspace

• Configure widgets

• Add and configure workspace tab(s)

• Preview the new or modified Workspace

• Save new or modified Workspace

• Create, modify, and save Tab Templates

• Create, modify, and save Widget Groups (i.e. Widget Container Templates)

• Assign security permissions to allow users, groups, and/or sites to access a workspace

Quickstart Guide

Walkthrough

Open Workspace Manager

1. As an Administrator, hover over your name in the upper right-hand corner of the screen.

2. Select Control Panel.

3. Select the Admin Tools tab.

4. Select Workspace Manager.

   

Creating a Workspace

1. Open the Workspaces tab in Workspace Manager.

2. Click Create New Workspace.

   

3. Type the Workspace Name.

   1. Note: The Workspace’s name must be unique. You cannot have two Workspaces with the same name.

4. Type the Workspace Description.

5. Click Create Workspace.

   

You will then be brought to the Workspace Designer, where you can begin to build the details of your workspace.

Set Layout in the Workspace Designer

1. Click Add Widget Container.

   

2. Click Add Row.

   

3. Select the desired row layout.

4. Click Add Row.

   

Add a Widget

Widgets are the modular, interactive elements that display information or provide functionality on a workspace tab.

1. Click Add Widget.

   

2. Select a widget.

3. Click Next.

   

4. Configure the widget. See the widgets article for more information on individual configurations.

5. Click Add Widget.

Delete Widget

1. Click the trash icon () in the upper right corner of an individual widget.

   

2. Click Delete Widget.

   

Save and Preview

As you are designing the workspace, you can save and preview the workspace at any time using the respective buttons at the top right of the workspace designer.

You must click Save before the preview will show any changes.

Create New Tab

Administrators can create tabs that can be inserted into Workspaces. Tabs are useful to separate information or when workspaces need to be assigned different access to the various user groups.

1. Click Create New Tab.

   

2. Enter a new tab name.

3. Click Create New Tab.

   

4. Click the new tab. You will be brought to another workspace designer page where you will set the layout and add widgets to this tab.

   

Tab Settings

To rename a tab:

1. Click Tab Settings button on the right.

   

   1. Type the new Tab name then click Save.

      

To delete a Tab:

1. Click Tab Settings button on the right.

   

2. Click Delete Tab.

   

Configure Tab Templates

Tab templates are reusable tabs that can be inserted into any workspace.

To create a tab template after designing the tab in any workspace:

1. In the workspace designer, select the tab to be saved and click Save Tab as Template.
   

2. Give the new tab template a name and description and click Save as Template.
   

To view existing tab templates:

1. From the Workspace Manager, select the Tab Templates tab and click Preview.

   

To edit existing tab templates:

1. From the Workspace Manager, select the Tab Templates tab and click Edit.

   

To insert an existing tab template on a workspace:

1. From the workspace designer, click Import Tab.
   

2. Select the tab to import and click Import Tab.
   

Configure Widget Groups

A Widget Group is a Widget Container that is saved and can then be inserted into any workspace.

To create a Widget Group after designing a widget container in any workspace:

1. In the workspace designer, click the Save icon() on the given widget container.
   

2. Give the new widget group a name and description and click Create Widget Group.
   

To create a new widget group independent of an existing workspace:

1. Navigate to the Widget Groups tab and click Create New Widget Group.
   

2. Give the new widget group a name and description and click Create Widget Group.

   

3. Add rows, columns, and widgets to the widget group in the same manner you would on a workspace designer. Click Save once completed.
   

To view existing widget groups:

1. From the Workspace Manager, select the Widget Groups tab and click Preview.

   

To edit existing widget groups:

1. From the Workspace Manager, select the Widget Groups tab and click Edit.

   

To insert an existing tab template on a workspace:

1. From the workspace designer, click the Import Widgets Group button.
   

2. Select the widget group to import and click Import Widget Group.
   

Workspace Security

Security settings determine which user, group, or site will see a workspace as their VisualVault homepage. Security access can also be configured on the tab level.

Default Workspace

The default workspace acts as the homepage for all users who are not explicitly assigned to any other workspace. This ensures that every user always has a visible starting point when logging in. Because the default workspace automatically applies to all unassigned users, there is no need to assign users, groups, or sites to it manually.

From the Workspace Manager, you can easily see which workspace is the default by the grey Default tag shown in the upper right corner.

To set a workspace as the default, click the Set as default button found in the upper-right corner of the intended workspace.

Workspace Security

To configure security on a workspace, navigate to the Workspace Settings either by selecting Settings from the workspace manager,

or by clicking Workspace Settings from the workspace designer.

To assign users/groups/sites to a workspace, click the respective tab (the Groups tab is shown selected in the image below). Then, check which users/groups/sites to assign. You will see the assignments in the right-hand list. Once complete, select Save in the upper right-hand corner of the page.

While it’s possible to assign workspaces directly to individual users, it’s recommended to assign access at the group or site level whenever possible. This approach simplifies administration, ensures consistency across roles, and reduces maintenance when users change departments or roles.

Tab Security

When you need to restrict the access of a workspace tab, tab security can also be configured.

Important notes about tab security:

• If a tab has one or more users or groups assigned, only those assigned will see that tab.

• If no assignments are made at the tab level, the tab will be visible to everyone who has access to the workspace.

• Only users and groups can be assigned at the tab level. You cannot assign tab security to sites.

To assign users or groups to a workspace tab, select the tab in the workspace designer, and click Tab Settings.

To assign users or groups to a workspace tab, click the respective tab (the Groups tab is shown selected in the image below). Then, check which users/groups to assign. You will see the assignments appear in the right-hand list. Once complete, select Save in the upper right-hand corner of the page.

User Groups and Permissions

Need help? Please contact your organization’s Administrator, for troubleshooting. If the issue remains unresolved, VisualVault Support is available to assist.