Workspaces

Workspaces (formerly Groups) in IEEE Collabratec are virtual collaboration work areas for discussion, planning, project management and file storage and archiving (especially IEEE-related region/section/committee document-handling). There are no storage limits when using Collabratec for file uploads (not affected by the personal Google or other storage provider limits).

For specific topics see Index below.

Workspaces can be created by any user (labeled as the owner). The owner can transfer ownership of the workspace to a different user at any time. Users have the ability to create multiple workspaces for varying purposes - to organize their own work, to work collaboratively with others or for more structured work like section or region committee document storage and review.

Organizational Unit Workspaces (OU Workspaces) were introduced recently (03 May 2023). Only active volunteers and Staff can initiate the creation and only one OU Workspace per 'organization' is allowed. OU and standard workspaces share a similar look and many of the same features.

To read about the extra feature set and differences of Organizational Unit Workspaces, go to Section F. below.

Users typically join workspaces via invitation or by searching the workspace name. Workspaces you have created are auto-favorited and will appear on the top of your Dashboard for easy access. Short instructional video Focus on Workspaces is available on right (for Mobile, scroll down).

Workspace Topic Index:

A. Capabilities

B. Features & Functions

C. Creating new workspaces (Organizational workspace creation in covered in F. below)

D. Inviting other users into your workspace

E. Viewing/Exploring

F. Volunteer Workspace-File Storage Guidance

(Organizational/Archival Workspaces Info)

G. Different roles: Co-owners/Moderators

H. Files Section

I. Uploading Files and Folders

-from Local storage

-Online Storage including bulk* folder upload

J. Shared File Editing

-Setup

-Function

K. Attaching Online Services

L. Managed Access Folders

M. Posting Content

N. Project Tracker, Project Management tool

A. Workspaces provide the ability to:

post content such as text, links, files, images, videos, polls, Q&As, pasted screenshots (see associated screenshot)
have discussions in the form of comments and replies on posted content as well as communicating with other workspace participants
upload files to the workspace from user's online storage or local drives via the upload button or via an attachment to a post; ability to preview files.
perform shared file editing on documents such as Google files (Google docs, sheets, slides) or MS files such as Word, Excel or PowerPoint
store or archive documents in an organized folder structure ---especially IEEE-related region/section/ad hoc committee document-handling. A wide array of file management functions are available including creating managed access folders (moderators and above).
upload folders from user's online storage such as Google Drive which is performed off-line for user convenience (this feature can be enabled upon request from the initial upload screen)
perform simple yet effective project management functions via the built-in tool, called Project Tracker

B. Workspace features and functions include:

A Workspace is identified by its name, logo image, and description (summary of purpose/topic). Each workspace has its own unique URL.
A user who creates a workspace is the owner of that workspace. Workspace ownership can be transferred at any time.
The Workspace owner can add or remove participants, edit the workspace information, transfer workspace ownership, or close the workspace.
Co-owners and moderators can be assigned to help in managing the workspace and will have a subset of the functions of the owner.
Entry into a Workspace is controlled by its owner with 3 options available: 1- Open to all users, 2- By invitation only, and 3- Ask to join.
A workspace can be favorited (shaded-in white star) which then moves its icon to the top of the Favorites drop-down for quick access. Click on the un-shaded star. This can be done from the workspace or wherever the workspaces are listed. The workspaces owned and joined will appear in the Workspaces section of MyCT or Home. See Image 3.
Differences from Communities: Communities can only be created by CT Staff to be used as large discussion forums (join capacity is unlimited; Workspaces are limited, more for IEEE members); Communities do not have shared file editing capability or the Project Tracker project Management tool.
In a Workspace, a horizontal set of tabs access their respective sections according to the following functions:
- Activities - Posted content and associated comments and replies. (see associated screenshot)
- Files - Area where files are uploaded to create a file/folder structure. Additionally any files attached to posts appear in the root directory. A full set of file and folder options are available. There is no cumulative size limit for files. Individual file size limit is approximately 20 Gigabytes. Larger sizes may be available to upload upon request.
- Project Tracker-NEW: Project management tool to create a Project Action list and assign workspace participants along with a due date. Regular updates can be provided for each action item.
- Participants - A list of all participants in the Workspace via their profile summaries with the ability to assign co-owners and moderators.
- About - Displays scope and description of workspace. Important to make the name meaningful along with adding a logo to make identification easier. Each workspace does have a 4-digit idneitifer that can be found in the URL (check your browser address bar).

C. Creating a Workspace (see Image 1)

From the Collaborate tab on the top navigation under "Workspaces", select 'Create' tab.
Select the green "Create New" button on the left rail.

Volunteers please see section F. and associated note.

Fill in the 6 fields as per the screenshot: "Creating Workspaces" (all fields can be edited later using the 'Edit Workspace' link):

Name - provide a unique name to locate easily
Description - details about the purpose of your workspace
Join model (three options) 1- Open to all users, 2- By invitation only, and 3- Ask-to-join. For ask-to-join, the owner, co-owner or moderator must approve each request. Note there are some workspaces created by staff which can be configured to use section and membership codes to restrict entry.
Logo - add an image that identifies your workspace
Visibility - who can find your workspace, default is hidden; if you plan on prospective participants finding the workspace via search, then this setting should be changed.
Storage service - this is the service assigned to the Workspace that will be used for shared file editing; Google Drive is the default which is good for editing Google files such as Docs, Sheets and Slides. For MS files like Word, Excel and PowerPoint you can use Google Drive as well but Box and Dropbox will work with those files too. The service selected here will determine which partition in Collabratec, the files will be stored in.

D. Inviting users into the workspace (see Image 2)

Regardless of the join model selected, participants can be invited into the workspace at any time. The 'Invitation' button is found on the right side of the workspace along with other function buttons (only moderators and above will have access). Ability to accept invitations can be found in Pending section of your homepage.

When you select the 'Invitation' button, three invite options (see related screenshot) are displayed:

By in-platform username - Includes ability to search and select multiple users to invite
By email address - An invitation is sent to a user identified by their email address; if a user is not a current Collabratec user then the invitation will send the user to the Collabratec sign-on page (caution: if you send the invitation to an email address different that what the existing user uses to sign-on, the system will treat as a new account).
Copy Invite URL - best method for sending to multiple users (more than 10)

Select 'copy invite URL' and paste this URL in an email, text chain or chat. When the user clicks on the link they will be taken to a JOIN page. If they are not currently on Collabratec it will take them first to the Collabratec sign on/create account page.

E. Viewing/Exploring Workspaces

The best approach to finding a workspace is to type its name in the main search bar on the top navigation bar. To explore workspaces based on topic, just type the topic name or description, select 'View All' and under Workspaces, all that match the topic will be shown.

Workspaces you own or have joined will appear as a list on the Dashboard page. Ones that you have favorited will appear on the top section as an icon for easy access.

F. Volunteer Workspace-File Storage Guidance & Organizational Workspaces

Workspaces can be created by any user (the owner). Ownership can be transferred to a different user at any time. Users can create more than one workspace (more for IEEE Members as well as a greater join capacity-300) for various purposes. There is no storage limit. Users typically join workspaces via invitation but can also find a prospective workspace by name using the main search bar (assuming the visibility is set to 'all'). In some cases, workspaces have been set up with eligibility codes by CT Staff (member, region or section, entered by CT Staff) and can join when they match the eligibility criteria. Workspaces can be favorited (ones you have created are auto-favorited) and will appear on the top of your Dashboard for easy access.

Files can be uploaded to the workspace 'Files' section and are stored in a Collabratec-owned secure partition, the default is Google Drive. So if shared file editing is required on Google-type files, then the workspace is already assigned to a Google Drive partition (see Shared File Editing section below for more information). A folder or multiple folders and their contents can be copied from a volunteer's Google Drive into a workspace in bulk (this 'bulk folder upload' function needs to be enabled - by request, see link in screenshot).

*Please note, if you have a large number of files to upload in bulk, they should be uploaded in smaller batches. This is required to avoid your upload being stopped and cancelled.

There is no limit on a Collabratec Google Drive partition as there is with personal accounts. There are a full set of file management controls including creating 'Managed Access' folders for limiting access to a smaller set of members (workspace participants) - see Files section below and related screenshots for complete information.

Note: Organizational Workspaces (formerly Archival) were introduced on 03 May 2023. When creating workspaces, active volunteers and Staff will see an initial popup asking if they want to create a standard workspace or an Organizational workspace. Organizational Workspaces share many of the same features as standard workspaces with these additional enhancements:

IEEE is the owner of the Organizational workspace (by default, all others are classified as moderators). So rules of owners and co-owners in standard workspaces do not apply.
Organizational Workspaces will automatically set and limit entry to only eligible (OU, section, region) active volunteers and Staff.
File compliancy mechanism is built-in to the Organizational Workspace for handling/archiving IEEE-compliant documents but non-compliant files will be treated as in any other standard workspace.
Once an Organizational workspace is created (related to the 'organization'), there will be no ability to create a duplicate.

More details can be found in this document: Organizational Unit Workspaces

G. Owner/Co-owner/Moderator roles

(See Image 4: Role Matrix and Image 5: Assigning)

1. The creator of the workspace is the owner. Ownership can be transferred at any time.

2. Co-owners have a subset of functions of an owner (except closing and transferring) and can be assigned via the Participants list using the "Manage" button.

3. Moderators monitor a workspace and can invite other participants as well as edit posts. They can be assigned using the "Manage" button.

H. Files Section

The 'Files' tab brings a user to the 'Files' section. A standard files/folder tree is displayed along with an array of file management controls including the ability to upload files (default destination is the root directory). Files are also added to this section when included as part of an attachment to a post. Files can be previewed, accessed via a file link, downloaded, moved to other directories and more. Shared file editing is also available. Upon request, workspaces can be enabled to perform bulk folder uploads of full folders from online storage (this is especially important for copying folder structures from IEEE volunteers' Google Drive). *Please note, if you have a large number of files to upload in bulk, they should be uploaded in smaller groups. This is required to avoid your upload being stopped and cancelled. See screenshot for file management controls.

As previously mentioned, all files or folders uploaded to the workspace will be stored in the selected storage (secure) partition on Collabratec (default is Google Drive). No files are ever saved to an individual user's online storage.

I. Uploading Files and Folders

From your local drive

To upload files to a workspace, select the 'Files' tab and then select the "Upload Files"

Click on "Select Local Files"
Your local drive directory will appear; select the file(s) you wish to upload.
a pop-up screen appears to upload the file. You also have the option to add more files for uploading as well as the ability to generate a post from the file upload (in the event it will be used to spark discussion or highlight its presence).
The file(s) appear in the root directory.
The same process applies when dragging a file or set of files from your local storage.

From your Online Storage

To upload files to a workspace, select the 'Files' tab and then select the "Upload Files" button on the upper left. All files will be stored on IEEE Collabratec's secure online storage partition that was selected during workspace creation. Google Drive is the default.

The following sequence will take place via the displayed pop-ups, select "NEXT" for each:

1. Select the source of the files you wish to upload, in this case your online storage method (Google Drive, Box, Dropbox or Microsoft OneDrive) or from your Library. If your online storage is not shown as an option, then you must 'Attach' or 'Connect' your online storage account to Collabratec. This allows Collabratec to 'see' your online drive. See 'Attaching Online Storage Services' section below.

2. Select the files to be uploaded (and copied to your workspace).

3. Confirm the files.

4. You then have the option to:

a. edit the destination file name

b. add a description (metadata)

c. select a destination folder

d. create, then select a destination folder

5. Confirm your files and then select "Upload".

The process of copying the files to your workspace begins. Large files will be uploaded offline.

Uploading folders (bulk folder upload) from your Online Storage

The function to upload folders (and their contents) from your Online storage, like Google Drive, must be enabled. From the first upload screen after the online storage was selected, click on the 'request' link (see related image). When the 'bulk folder upload' function has been enabled, the folders from your online storage will be able to be selected for upload. When uploading multiple folders, the best guidance is to upload each folder separately. *Please note, If you have a large number of files to upload in bulk, they should be uploaded in smaller batches. This is required to avoid your upload being stopped and cancelled. An email notification is sent when each upload is complete.

The steps to upload a folder are the same as used for file uploads. Uploading folders is done offline for user convenience and an email notification is sent when completed.

J. Shared file editing function

Participants in a workspace can perform shared-editing on compatible files uploaded to the workspace. The workspace must first be set-up for this functionality.

The Shared file-editing link with corresponding indicator on the top banner of a workspace provides instructions to both the owner and participants to taking the steps to enable this functionality.

Setup Summary (as guided by click the link referenced)

The workspace owner selects the storage service used by the workspace for shared-editing of compatible files (default is Google Drive).
Both the owner and participants need to connect (attach) the selected storage service to IEEE Collabratec. This allows use of the shared file editing mechanism of the related storage service. Again, no files are ever stored on your personal online storage services.

Note: Google Drive is now the default storage service for shared editing of Google files (docs, sheets, slides) for all newly created workspaces. Box was the previous default. Box and Dropbox are still available. Prior to March 02, 2023, the storage service in use by the workspace is either using the previous default of Box or was specifically selected by the user (owner). Please confirm which method you are using before uploading files to the workspace. The storage service selected can be found on the right rail.

When the steps above have been completed by the owner and each participant, respectively, the "Shared File Editing" indicator on the top workspace banner turns green meaning shared file editing can begin.

Shared-editing of a document

Once the above setup is completed, go to the 'Files' section, select a file and select "Open File". The file will open in shared edit mode. Begin editing.

Please reference this document for more information and step-by-step instructions including screenshots: Workspaces-Shared File Editing

K. Attaching Online Storage Services

(See associated screenshot-Attached Services is now accessed via the 'Collaborate' tab on top Navigation panel NoT settings page)

The Attached Services page allows the users to 'connect' many online services to their IEEE Collabratec account which includes storage services. The page will show the status of the services already connected.

The Attached Services status page can be accessed:

a. from the Collaborate' tab on top Navigation panel, far right) That page will bring a user to the specific service login page.

b. from the upload screen by clicking on an unattached storage service icon (after selecting the link: 'Click here to view more services to connect').

A user needs to attach or connect their storage storage service to Collabratec for two purposes:

1. When uploading files or folders from your current online storage services like Google Drive, Box, Dropbox or Microsoft OneDrive. This connects your online storage account to Collabratec to gain access to those files and folders. No files are ever stored your online storage accounts! All uploaded files or folders will be stored on a secure Collabratec partition based on the storage service selected either when created or edited.

2. Planning to perform shared file editing on files in a workspace with some or all participants in a workspace. For this, the workspace owner selects the storage service to be used for that workspace and connects their storage service to IEEE Collabratec. Participants will attach their online storage to IEEE Collabratec. Google Drive is now the default storage service for workspaces. Microsoft One Drive is not available for shared file editing, one of the other storage services can be used.

L. Managed Access Folders

Administrators of the Workspace can set folders with specific managed access rights. There are two types available:

Limited Access

This limits access to manage and view the contents the folder, by default, to the Owner and Co-owners and Moderators of the workspace. These administrators can add additional participants as well by simply entering the participant's name(s) in the field labeled "Add Authorized Participants" and then selecting them. They will be able to view contents but not manage. These additional participants can be removed if needed as roles change. The owner, co-owners and moderatos are mandatory and cannot be removed.

Restricted Access (available on 08 June)

This limits access to manage and view the contents of the folder, by default, to just the Owner (mandatory) and any co-owner(optional) as well as any additional participants selected. In this case ONLY the Owner is mandatory. Any co-owners are included but can be removed. So for example, this type of access can be used when a folder is required which contains tax files that should only be seen by a very small group of participants like the treasurer and an auditor and no other administrator.

M. Posting Content

To post content select the "Share thoughts..." box on the top of the activity feed. See screenshot.

A subject line is required.
What can you post:

text, using the WYSWYG editor
links (via URL or embedded) including image links
rendered images via most standard image files (use image widget, drag box or paste screenshot)
pasted image screenshots (browser dependent)
attached files (most file types including video files) note: Using "Attach" or "Add" will add the file but not render the image
videos: for in-line viewing use embed code YouTube URL (frame size 840x520)
polls - available to IEEE Staff, volunteers, owners, co-owners and moderators (see image and instructions)

Select the green 'Post' button (Edit function is available after you post from the dropdown)

N. Project Tracker Project Management tool

Use Project Tracker to add a Project List with action items which can then be assigned to other workspace participants with a due date and the ability to provide regular updates. See image for instructions.

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