What Workspace managment is

Workspace management

In the previous chapters, you've heard about the different roles in the workspaces. The Accountable and Privileged Members of the workspace have more privileges and thus more responsibilities. In a sense, they are the administrators of the workspace, and they need to perform some workspace management tasks. Don't let the word management scare you: it's actually all relatively straightforward and self-explanatory. In this video, we first summarize what workspace management is exactly, so you have a clear overview. Most of the topics are already explained in more details in the other videos. There's one important area still left: managing the members of your workspace. That's discussed in the second part of this chapter.

On this summary slide, you see the four different areas that the Accountable and Privileged Members need to cover, and that altogether make up workspace management. 

• First up is managing the members. Who needs access to the workspace. The Accountable decides who receives and loses access, and also when this happens. After this slide, I will explain and show you how you can manage members.

• Secondly, the Accountable and Privileged Members should keep an eye on the data movements into and out of the workspace. Who needs to upload what data at what time? Is it maybe necessary to provide instructions for this? What kind of data requests should and should not be approved? Do you need to document this guideline somewhere in advance? It's up to the Accountable to organize everything surrounding data movement. Of course, the data in and out video explains in more detail how uploads and data requests work, so be sure to check it out.

• Thirdly, the Accountable and Privileged Members are in control over the Virtual Machines in the workspace. They can deploy new ones, delete old ones, make software available and enable access to web resources through External access and domain allow-listing. The Accountable and Privileged Members should make sure that there are a sufficient number of VMs available, with appropriate sizes, and that the required software is installed. Refer to the Virtual Machines chapter for instructions on how to do all of this.

• Lastly, the Accountable should keep an eye on the costs that are incurred within the workspace. Are they in line with expectations? If not, it's up to the Accountable themselves to undertake action; either by making the VMs smaller and fewer, or by deleting unnecessary files. You can of course always contact myDRE support for advice and further usage details.

That sums up the four areas of workspace management that the Accountable and Privileged Members are collectively responsible for. Let's look at the one area that has not been discussed in much detail yet:

Managing members

Before we talk about managing member within the workspace, it's important to remember that everyone first needs a @mydre.org account before they can access the DRE platform. You can request these accounts through the myDRE support help desk. In new workspace requests, which are covered in the Getting started video, we ask if there are any colleagues or partners that also need myDRE access. But also if you don't need a workspace, just a new accounts, there's a ticket form for that. Normally, the Accountable and Privileged Members of existing workspaces put in these requests if they find out that someone does not have a @mydre.org account yet.

Below is a demonstration on how to manage members.