A workspace in Workiro allows you to capture, classify and manage your work in a context that makes sense to an area of your business, allowing for intuitive discovery of information by whoever in your business needs access to it.
When creating your account the default workspace provided is 'Projects'.
The team owner or admin can change the workspace name, the type of work associated with it, and create additional workspaces.
Within the context of a workspace, optional 'units' can be created to reflect the work being undertaken (Project, Matter, Case, Job etc). These units allow your team to organise and group threads and documents together. These units can be related to one or more connections, providing further context to the work, and allowing team access settings to provide control over exactly who can access what.
Each workspace can have its own classification system (tags), allowing your team to categorise the related work (threads and documents) according to your business needs.
The size of your business will reflect the number and type of workspaces that we would recommend, and our team are on hand to help you configure them to get the best out of Workiro.
In this guide
Workspace 'Units'
Create a new Workspace
To add a new Workspace use the + button available from settings > workspaces
Use the dialogue that follows to name your workspace. For example, HR, Internal, etc.
You can then navigate into each of your new workspaces to further define its units and properties as described below.
Workspaces are used to segment your business at a high level, with the provision of tags for each workspace providing a powerful classification system for the work that you do.
Workspace Settings
Workspace settings can be found by navigating to Settings > Workspaces, then onward to the workspace.
Workspace settings are available for Name, Units, Properties, Tags and Required Document Tagging:
Workspace Visibility
The workspace and associated tags can be hidden from groups of team members. This is useful for reducing distractions from users. It does not change any access rules to the related units, threads or documents which are set at the connection level. Use the configuration to select which groups can see the workspace.
Workspace Name and Units
The workspace name can be changed using the menu and the units or 'type' of work (collections of threads and documents) can be set using the 'Change' button, to reflect a range of industries. Choose from Projects, Cases, Engagements, Jobs, Matters, Plans and Policies. If the workspace is used to define a tagging taxonomy and units are not relevant they can be set to 'Off'.
Workspace Properties
Workspace properties can be configured by clicking the 'Configure' button. Provide a unique name for each property before saving the dialogue.
Text type properties are useful when referencing third-party systems, for example by including an external id.
Tag type properties can be associated with groups of tags (from any workspace) to create a powerful extension to the metadata used to classify your work. These tag group properties are often used to set a timeframe, for example Year, Month, Period End.
After creating a tag property you are prompted to select the relevant tags.
Finally you should associate your tag property to be used with the relevant group(s) of tags.
Workspace properties may be renamed or deleted, or tags can be reselected.
Workspace properties will become available for classifying documents. In the example below the document has been tagged with #Workpapers, which was selected from the 'Tax' group of tags. Further properties of #Year, #Month and an External_ID have also been set.
Text properties will be available for any 'unit' of work in the workspace, such as a project, plan, matter etc.
Workspace Tags
Select the workspace tags option to create a classification system relevant to the workspace. See our separate help guide for more details.
Required Document Tagging
This workspace setting determines whether a tag from this workspace must be used to classify a document before it can be saved.
The tag will be required when the document is related to a unit from the workspace (project, matter, job etc), or to a connection whose relationship type is associated with the workspace (customer vendor etc).
Workspace 'Units'
Create a new project
Within the context of a workspace, discreet 'units' reflect the work being undertaken (Project, Matter, Case, Job etc). Here we follow the example of a project.
You can create new project directly from the main 'Projects' list using the add button. Give your project a name and description (optional).
By relating your project to one or more connections you can provide further context as to who the work is for. This also enables that project on the view of the connection(s).
From a connection (Recommended)
You can also create a project directly from your view of a connection, meaning it is automatically related to them.
Navigate to a project
View all team projects from the 'Projects' list. Click on the project to open it. Alternatively, as shown above, you can navigate to a project from your view of a connection related to the project.
On opening a project the overview tab contains active threads, recent documents, and quick access to the people you're working directly with (participants on the threads). Connections you have 'related to' the project (usually whom you are doing the work for) are listed beneath the title. You can navigate to all threads, documents or project info from the other tabs.
Relate threads to projects
When you choose to create a new thread from within a project it is automatically 'related to' the project and displayed within the threads tab.
OR from anywhere else in Workiro, when creating or editing a thread, you can relate that thread to a project by selecting the project from the 'relates to' list.
Relate documents to projects
When you upload a document directly from the project it is automatically related to that project and will display within the documents tab.
You can also drag and drop a document anywhere on the project to upload it.
From elsewhere in Workiro you can always relate a document to a project when you upload or edit it.
Completing a project
From within your project you can edit its details, or the project can be archived when completed or cancelled if no longer required.
Archived and cancelled projects can be found via the 'See archived' button
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Team projects ultimately help your team stay accountable and organised, whilst improving communication and trust.
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