File Analysis Suite 3.8.2 Manage Help Center

# Workspaces

A workspace in File Analysis Suite is the highest level unit to organize certain constructs from which to gather data for review and management. From within a workspace, you can further organize your documents into workbooks.

You can create an empty workspace from scratch or from a workspace template in Manage, or create a workspace from a search results list from within the File Analysis Suite Analyze application. Workspaces created within Manage require the creation of data sources that populate the workspace with documents. Workspaces created from Analyze are initially populated with documents based on the criteria that was selected to conduct the search and display a repository type of "Research". In either case, the criteria used to add documents to the workspace is managed by all data sources associated with the workspace and documents are added dynamically to the workspace based on that criteria. For more information about creating a workspace from the Analyze application, see the Analyze Help Center.

The workpace list includes all workspaces that you have permission to view. You can filter the list to view all workspaces or select to view only open or closed workspaces, to view by "type" based on workbook templates, by repository, or by workspace owner. You can also type the name of a workspace in the Find Workspaces search field to search for a specific workspace. To access the individual workspace overview, workbooks, and contents, click the workspace name in the workspace list.

To create a workspace

1. From the primary navigation panel, click Workspaces ().

   The Workspaces page opens.

2. Click NEW WORKSPACE.

   The Create Workspace dialog opens to the General page.

3. Complete the General options for the new workspace.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workspace. Limits: Maximum 50 characters.
   Template | Select whether to base this workspace on a defined template. To define the workspace from scratch, select None. To define the workspace from a template, select the desired template from the list. The values defined for options in the template are pre-populated in this dialog. You can edit these values if desired. TIP: Before using the Data Cleanup template, ensure the desired data source is associated with the template. If no data source is defined in the template, the included workbooks will be empty. NOTE: This option defaults to the selection you made the last time you created a workspace. Make sure the desired option is selected.
   Workspace ID | (Optional) Type an ID for your workspace. For example, you can enter a code representing the workspace in another application, or some other useful identifier.
   Description | (Optional) Type a meaningful description for the new workspace. Limits: Maximum 250 characters.
   Workspace open date | Select the date to designate as the open date for this workspace. Defaults to the current date.
   Workspace due date | Select the date to designate as the date all work for the workspace is due to be completed.
   Enforce Policy Review | Select whether to enforce a review of delete and send to target actions taken against documents in workbooks within this workspace. If selected, all requests within this workspace to delete documents from a workbook or send documents within a workbook to a target will require a designated reviewer to either approve or reject the action. If not selected (check box cleared), requests within this workspace to delete documents from a workbook or send documents within a workbook to a target will be processed without further review.

   Click NEXT.

4. Define the security options for the new workspace.

   Option | Description
   --- | ---
   Workspace owner | Type the user name of the user to be the owner of the new workspace. Defaults to the user you are logged in as. NOTE: There can only be one user assigned to a workspace as its workspace owner. If you select a user other than the account you are currently logged in as, the user you are logged in as will not be able to access this workspace unless you add the user you are logged in as to the list of users and groups for this workspace (next step).
   List of Users/Groups | Define the users and groups to have permissions for this workspace. IMPORTANT: To create data sources and workbooks, and to add data to the workbooks, you must assign at least one user with the permissions to perform these tasks. The workspace owner does not automatically have these permissions. In the Enter name or email address box, begin typing a group name or a name or email address of a user. As you enter a string in the field, the interface displays names or email addresses matching the string. Select a role to assign to the user or group from the Select Role list. The default workspace roles are as follows: Document Review Full control Manage Review Search only NOTE: Your File Analysis Suite environment may have additional roles available. These roles are managed in the Administration UI. TIP: If will enable custom actions for this workspace, ensure you define a user who has permission to perform the custom action. To enable a custom action for a user Assign the custom action permission to a role at the application level (Manage) in Administration. Assign the corresponding custom action workspace security level permission to a role at the Workspace Security level in Administration. Assign the Manage and Workspace Security roles with the custom action to the user in Administration. When creating or editing a workspace in Manage, select the user on the Security page of the wizard and select a functional workspace role. Click Add to add the selected user or group to the workspace. Once you add users or groups to the list, you can change their role by selecting the role from the Role column. To remove a user or group from the workspace, hover over the name in the User/Group column and then click the corresponding remove icon ().

   For more information on roles, see Roles and permissions: Manage.

   Click NEXT.

5. Select the features, or actions, to enable for the workspace. Default features display in the left column and features for custom actions, if they exist, display in the right column.

   Each user must still have the necessary permission to perform the action. Features not selected are hidden for this workspace, regardless of user permission.

   TIP: For a workspace not based on a template, all default features are pre-selected. For a workspace based on a template, features from the template are pre-selected and you can change the selections.

   Click NEXT.

6. Review the summary for the new workspace.

   Click FINISH.

   The new workspace is created and the workspace Overview page opens for the new workspace.

To edit a workspace

1. From the workspace list page, click the name of the desired workspace.

   The workspace Overview page opens.

   TIP: You can also click or hover over the row for the desired workbook and then click the edit icon (). The Edit workspace dialog opens.

2. In the workspace summary panel on the right side of the page, click EDIT.

   The Edit Workspace dialog opens.

3. Edit the workspace information as desired.

   Click OK.

   The workspace is updated.

To reassign workspace ownership after an owner leaves the company

1. From the ALL OWNERS filter on the workspace list page, click Unknown or Deleted Users and then click APPLY.

   The workspace list refreshes and displays only the workspaces that are assigned to a user that is no longer a File Analysis Suite user.

2. Click the name of the desired workspace.

   The workspace Overview page opens.

   TIP: You can also click or hover over the row for the desired workbook and then click the edit icon (). The Edit workspace dialog opens

3. In the workspace summary panel on the right side of the page, click EDIT.

   The Edit Workspace dialog opens.

4. Proceed to the Security page of the dialog and update the Workspace owner.

   Click OK. The workspace ownership has been reassigned.

## Closed workspaces

When you close a workspace, it is no longer displayed in active lists and is kept in a frozen state. By default, the workspace list displays only open workspaces. Use the filter to select All Workspaces or Closed Workspaces.

Even though a workspace is closed, you can still view overview information and visualizations, search and filter documents within the workspace, and browse workbooks and categories associated with the workspace. You can no longer add, edit, or remove workspace details or associations such as data sources, data subjects, holds, categories, workbooks, or exports.

If needed, a closed workspace can be reopened. All actions available for open workspaces are again present.

NOTE: All holds on a workspace must be released before you can close a workspace. For more information, see Holds.

To close a workspace

1. From the workspace list page, click the name of the desired workspace.

   The workspace Overview page opens.

2. In the workspace summary panel on the right side of the page, click CLOSE.

   The Close Workspace dialog opens. The dialog message varies based on the situation.

   - If the workspace has unreleased holds, the holds must be released before you proceed. Click OK.

   - If there are no active or pending holds or pending exports, click YES to confirm the action.

   - If the workspace includes documents that are not in any other open workspaces, you can select to remove the collected document from File Analysis Suite.

     - Click CLOSE & CLEANUP to close the workspace and remove the collected copy of documents that are not in other open workspaces.

     - Click CLOSE ONLY to close the workspace and retain all collected documents.

   The workspace is closed, and the workspace detail panel displays a status of Closed.

To reopen a workspace

1. From the workspace list page, click the name of the desired closed workspace.

   The workspace Overview page opens.

2. In the workspace summary panel, click REOPEN.

3. In the confirmation dialog, click YES to confirm the action.

   The workspace is reopened and all available actions are restored.

© Copyright 2019-2023 Micro Focus or one of its affiliates
Version 3.8.2 | Last updated January 2023
Connect
Micro Focus Marketplace
Learn
Support portal
Documentation
Contact

Send documentation feedback

Close

Send documentation feedback

To send feedback using your default email client, open an email window.

Otherwise, send your feedback and the information below to FAS.docFeedback@microfocus.com.

We appreciate your feedback!

Product: File Analysis Suite 3.8.2

Topic Title: Workspaces

Submit or view service request