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Creating and Selecting a Workspace

A workspace is selected in the top bar in the Projects → Project List or Project Templates sections. If you are working with the module for the first time, we recommend first reviewing the basic description of a workspace in the corresponding article.

Selecting a Workspace in the List

  1. At the top of the page, open the Workspace dropdown list.
  2. If necessary, use the search field: start typing the workspace name to quickly find the required one.
  3. You can select one or several workspaces by checking them in the list. After selection, the list of projects or templates will be displayed only for the selected workspaces.

When the workspace list is expanded, an Edit button (gear icon) appears next to each workspace. Clicking it opens the workspace settings window, where you can modify its parameters, participants, custom fields, and additional settings.To create a new workspace, click Create Workspace at the bottom of the list.

Creating a Workspace

After clicking Create Workspace, the workspace settings window will open.

1. General Information

In the General Information section, specify:

  • Name – the name of the workspace;
  • Description – optionally add a description (for example, indicating the business area or initiative the workspace is created for).

2. Participants

Add users in the Participants section.

  1. In the Search field, start typing the user's name.
  2. Select the required users from the list by checking them.
  3. Click Add to Participants. The selected users will appear below in the list of added participants.

Important: only users who already have a role assigned for working with the Project Management module in the administration settings can be added to the workspace participants list.

To remove a participant or edit their permissions, select the checkbox next to the participant. The Edit and Delete buttons will appear.

3. Assign Permissions to Participants

For each added user, select the required permissions in the Permissions column from the dropdown list:

  • View own projects – the user can see only the projects they participate in;
  • View all projects – the user can see all projects in the workspace;
  • Edit own projects – the user can modify only the projects they participate in;
  • Edit all projects – the user can modify any projects in the workspace;
  • Manage workspace settings – the user can edit workspace parameters (participants, custom fields, additional settings);
  • Receive weekly notifications – the user receives regular notifications about changes in projects;
  • Send unscheduled project update notifications – the user can manually trigger a notification mailing.

Workspace Custom Fields

Custom fields are additional columns displayed in the project table (Gantt chart) for all projects within the workspace.

Adding a Custom Field

  1. Click + Custom Field.
  2. In the Workspace: New Custom Field window:
  • specify the Field Name;
  • optionally enable Show API Name (used for integrations).

  1. Select the Field Type:
  • Catalog – selection of values from a predefined list;
  • Text – free text value (a default value can be specified).

For the Catalog Type

You can either create a new dictionary or use an existing one.

New Catalog tab

  • specify the catalog name;
  • optionally enable multiple selection (to allow selecting several values);
  • add the required values.

You can reorder values using the drag handle located to the left of each value. Click and drag it to change the order. To delete a value, click the trash icon.

Select from Existing tab

  • find the required catalog using the search;
  • select it from the list.

By clicking a catalog, you can view and edit its values and configure multiple selection.

  1. Click Save. The custom field will appear in the list and will become available in all projects within the workspace.

Important

Custom fields are created at the workspace level and apply to all projects and templates within it.

Different workspaces may have different sets of custom fields. When switching between workspaces, only the fields created for the selected workspace will be displayed.

Managing Custom Fields

In the custom fields list, the additional actions menu (three-dot icon) is available next to each field. Through this menu you can:

  • edit the field;
  • copy the field;
  • delete the field.

Additional Workspace Settings

In the Additional Settings section you can configure:

  • the default value for the setting Number of days before the planned start when related tasks/inspections become visible to the executor in the mobile application. This value applies to all projects in the workspace but can be adjusted within individual projects;
  • additional recipients for the weekly project email notifications (email addresses are entered separated by commas);
  • the day and time when the weekly project update email is sent.

    • After completing the configuration, click Save.

    Important

    If a workspace is deleted, all projects created within it will also be deleted. Use this action with caution.