Create and Manage Workspaces

The Document Portal organizes content into Workspaces. Each external user such as client, vendor, or partner organization will have their own Workspace that acts as a secure portal for both internal and external access. Each Workspace is associated with a single folder in the Egnyte filesystem.

Create an Empty Workspace

Create a Workspace From an Existing Folder

Create a Workspace From a Template

Editing Workspace Settings

Manage External Users

Delete Workspace

Create Folders and Manage Users

Audit Reporting

Users can create a Workspace in three different ways:

1. Create an Empty Workspace
2. Create a Workspace from an Existing Folder
3. Create a Workspace from a Template

Workspaces are included in the Document Portal Add-on and available to all Platform plans. Contact your account manager or Egnyte Sales team to learn more on how to get access to this feature.

Create an Empty Workspace

To create an empty Workspace, perform the following steps:

1. Open the Document Portal app.
2. Click on the New Workspace button in the top right corner, and then select Empty Workspace from the displayed options. 
   
3. In the New Workspace dialog, choose the Workspace Type, enter the Workspace Name, select the Workspace Status, and then click Next.
   
4. Optionally add key Contacts and Links within the Resources tab, and then click Next. These static resources will be available to the external users on their home tab of a Workspace.
   
5. Select the Workspace folder location by choosing an existing folder or creating a new one in the shared space by clicking on the Create new folder option and click Create Workspace.
   The system will create a new Workspace folder under the selected destination with the Workspace Name entered on the General step.
   

   The workspace folder will inherit the permissions from a selected folder.

6. The newly created Workspace will be displayed on the Document Portal’s Workspaces list. Navigate to the Workspace by selecting the Workspace name, and begin creating a folder structure according to specific requirements.  User permissions can be managed using the Manage Folder Permissions option available in the Share menu.
   Refer to the Create Folders and Manage Users section for more information.

Create a Workspace From an Existing Folder

To create a Workspace from an existing folder, perform the following steps: 

1. Navigate to the folder in the Collaborate Web UI.
2. From the three-dots menu, choose Mark as a workspace.
   
   
3. Fill in the fields in the dialog, choosing the Type, optionally changing the Name (defaults to the existing folder name), and choosing the status, and then click Next.
   
4. Optionally, the users can also add key Contacts and Links for the external users in the Resources tab.
5. Click Mark as workspace to create the Workspace from the selected folder. The Workspace will be displayed on the Document Portal’s Workspaces list. Upon navigating to the Workspace by selecting the Workspace name, the existing folders and files will be displayed. New folders can be created, and user permissions can be managed through the Manage Folder Permissions option under  the Share menu.
   Refer to the Create Folders and Manage Users section for more information.

Create a Workspace From a Template

To create a workspace from an existing template, perform the following steps:

1. Open the Document Portal app. 
2. Click on the New Workspace button in the top right corner, and select a template  to create a Workspace from.
   
3. A new Workspace dialog will open. Choose the Workspace Type, enter the Workspace Name, select the Workspace Status, and then click Next.
4. Optionally, the users can also add key Contacts and Links for the external users in the Resources tab, and then click Next.
   
5. Select the Workspace folder location by choosing an existing folder or creating a new one in the shared space by clicking on the Create new folder option and click Next.
   The system will create a new Workspace folder under the selected destination with the Workspace Name entered on the General step.
6. Within the Access tab, a list of dynamic roles is displayed. Users can be added to one or multiple roles, all roles, or left unassigned if permissions are not being set up at this time. These dynamic roles are created in the template settings, where folder paths can be defined, and specific permission types can be assigned to each role individually.
   
   

   The dynamic roles are available during workspace creation only.

   
   Once the workspace is created, users can manage the permissions using the Manage Folder Permissions option available in the Share menu. Refer to the Create Folders and Manage Users section for more information.

Editing Workspace Settings

Users can modify the Workspace Type, name, status, and the Resources by navigating to the Workspace and then clicking on Workspace Settings on the top right corner. They can also manage external users from these settings. 

Manage External Users

Admins and Workspace creators can remove external users from Workspace. Once removed, the system will automatically revoke the folder permissions associated with Workspace.  

• If the external users had access to only or the last accessible Workspace, they will be automatically redirected to Egnyte Collaborate and can access the folder(s) with permissions. 
• If the external users have access to other Workspaces, they will no longer see the Workspace they are removed from but will continue to access other Workspace(s) in their Document Portal. 

To remove an external user, Navigate to the Workspace -> Workspace Settings -> External Users. Hover over on the user to delete and click on the delete icon.

Delete Workspace

Admins and Owners can now delete a Workspace that is no longer needed. Once deleted, the associated folder in Collaborate will have a Workspace icon removed and converted into a regular folder.  

All user permissions will be retained, and all the users can access the folder in Collaborate.  

• If the Standard users have access to only deleted or the last accessible Workspace, they will be automatically redirected to Egnyte Collaborate and can access the folder(s) with permissions. 

• If the Standard users have access to other Workspaces, they will no longer see the deleted one but will continue to access other Workspace(s) in their Document Portal. 

To delete a workspace, Navigate to the Workspace -> Workspace Settings -> General. Click on the Delete Workspace button at the bottom left. 

Create Folders and Manage Users

Once a Workspace is created, files and folders can be added and access can be given to external parties. This can be done  either within the Workspace itself, or through any other mechanism like the Collaborate Web UI or Mobile App.

 To add content and invite users in the Workspace: 

1. Navigate to the Workspace in the Document Portal App.
2. New folder(s) and subfolder(s) can be created within the Workspace folder as per your needs. Users can be  added or removed from specific folders and folder permissions can be set for each user. 
3. Power and Admin users (internal users) with permissions to any folder(s) within the Workspace can access the Workspace folder from both the Document Portal and from any other Egnyte endpoint. 
4. Standard Users (external users) with access to any folder(s) within the Workspace will only be able to access Egnyte via the Document Portal.  They will not have access to the Collaborate app or any other Egnyte functionality.

Audit Reporting

All actions performed by users related to Workspace are tracked in the File Reports under Audit Reports. The report tracks the following activities under the Action Info column and can be filtered by using Workspace Activity in the Actions field.