Work with Workspaces

Users with the Power User or Admin license type can create workspaces and manage the users, files, data queries, filters, and workflows in the workspaces on the Disclosure Management website.

A workspace is the central hub for:

• Word reports
• Linked Excel and PowerPoint documents
• Data queries and filters
• Workflows

Note: Users with the Power User license can only manage the workspaces they own. Admin users can manage all workspaces of the organization.

Add a Workspace

1. Select the Workspace icon in the left navigation bar of the Disclosure Management website. The Workspaces landing page displays, showing the existing workspaces and the number of users and files in each workspace.

   

2. Click the Add workspace card.
3. In the Add workspace dialog, specify the name and description of the workspace.

   Note: Including a line break in a workspace description causes a 403 Forbidden error when refreshing the page. Keep descriptions on a single line until this is resolved in a future update.

4. Click Add workspace.

Rename a Workspace

1. On the Workspaces landing page, click the workspace card.
2. Click the ellipsis on the top right corner and click Rename.

   

3. In the Rename Workspace dialog, type a new name and edit the workspace description if you want, then click Update.

   

Manage Users in a Workspace

1. On the Workspaces landing page, click the workspace card. The workspace page displays, showing the Users tab by default.

   

2. The user list displays all users who have been granted access to the workspace. You can click the arrow in the Name column to sort the list by user name. The Role column displays the license type of each user.
3. To add users to the workspace, click the Add user button. In the Add users dialog, select the users and select the access you want to grant to each user. Click Add users.

   

   You cannot grant the Writer or Owner access to users who have the Viewer license type. Users with the Designer license type cannot be granted the Owner access.

4. To search for a user, type the name in the Search box. The user list is filtered while you are typing to show only the matched users.
5. To change the access of a user, click the drop-down list in the Access column and select from Read, Write, and Owner, or select Remove Access to remove the user from the workspace.

   

6. You can also filter the user list by user access by clicking the Access button, selecting the desired accesses and clicking Apply.

   

Manage Files in a Workspace

1. On the Workspaces landing page, click the workspace card.
2. Click the Files tab.

   

3. You can type text in the Search box to search for files. The file list is filtered while you are typing to show only the matched files.
4. To filter the files by file type, click the Type button, select the desired file types and click Apply.

   

5. For a report file, you can click in the file row to manage the report details.

Manage Data Queries in a Workspace

1. On the Workspaces landing page, click the workspace card.
2. Click the Data Queries tab.

   

3. You can search, filter, and sort the query list.
   • Type text in the Search box to search for queries. The query list is filtered while you are typing to show only the matched data queries.
   • Click the Last Modified button to filter the query list by last modified date.
   • Click the Created By button to filter the query list by the users who created them.
4. To add a data query, click the Create Query button. Define the query as you want.
5. To edit a data query, click the ellipsis of the data query in the Actions column and select Edit. Select Delete in the ellipsis menu if you want to remove the data query.

Manage Filters

Filters are not workspace specific. You can create and edit filters in any workspace and then use it globally in all workspaces.

1. On the Workspaces landing page, click the workspace card.
2. Switch to the Filters tab. The filters you have created in all workspaces are displayed.

   

3. To search for a filter, type text in the Search box. The list is filtered while you are typing to show only the matched filters.
4. To add a filter to the workspace, click the Add Filter button. The Add Filter dialog appears.

   

   1. In the Filter Name and Value fields, specify the name and value of the filter.
   2. From the Data type drop-down list, select the filter type, which can be Text, Number, or Date.
   3. In the Description box, type a brief description for the filter if you want.
   4. Click Add Filter.
5. To edit a query filter, click the ellipsis of the filter in the Actions column and select Edit.

Manage Workflows in a Workspace

1. On the Workspaces landing page, click the workspace card.
2. Switch to the Workflows tab.

   

3. To add new workflows to the workspace, click the Create workflow button or + Workflow. Specify the workflow as you want.
4. You can also click a workflow card to edit or remove an existing workflow. Use the Search box to search for the desired workflow if needed.