The collaboration workspace is the workspace that can be created that allows for Directors and Administrators to collaborate and share documents that can then be invoked in a meeting as part of the agenda or meeting documents. Microsoft Word, Excel and PowerPoint, and PDF files can be uploaded to a workspace and will not be converted to PDF until they are used in a meeting. Administrators can control who has read and read/write access to the documents. All documents can be viewed on any device provided the individual has permission.
Please note: As stated above the Collaboration Workspace folders and documents function as the document section.
A collaboration Workspace may be created and connected to a specific meeting.
The Collaboration Workspace is accessed, through the Document Hub, Collaboration.
The Collaboration Workspace screen creates easy access to create and manage the documents and workspace. The screen has two sections, one to create a new workspace and the other a list of already created collaboration workspaces allowing the Administrator to manage who accesses and the documents contained in that workspace.
New Collaboration Workspace
When creating a new collaboration workspace, an administrator decides if the workspace will be used for a specific meeting and who will need access to read and/or write (upload documents). Once they have that information, click on NEW COLLABORATION WORKSPACE.
The Administrator first fills in the Collaboration Folder Name.
Please note: This is the same name as the Collaboration Workspace.
Then the Administrator will choose if this Collaboration Workspace is for a meeting. If this is for a meeting or event click on yes to open the additional options. If it does not continue choosing to choose, which directors will have access to the information in this particular collaboration workspace?
Please note: By default, Is this Meeting Collaboration Workspace is no.
If Yes is chosen, the Administrator will choose if the meeting has already been created.
Then choose the Committee and Meeting.
If No is chosen, the Administrator will continue.
Next, the Administrator will decide if at this point an Email Alert will need to be generated to inform the committee members that a Collaboration Workspace is now available.
At this point, the Administrator assigns the appropriate access in the section called Access Control. Directors or committees assigned access will be able to able to download, read, and upload documents to the Collaboration Workspace.
Access Control Properties are:
READ ACCESS - Allows directors to read and download documents stored in that Collaboration Workspace
WRITE ACCESS - Allows directors to read, download and upload documents in the Collaboration Workspace.
Once the Administrator decides which directors or committees need access to the Collaboration Workspace. The Administrator can assign READ ACCESS or WRITE ACCESS or both by clicking on the tick box in the row of the committee.
Please note: Collaboration Workspace may have directors from different committees access the same Collaboration Workspace.
If the Administrator would like to assign different access to different directors, click on the row of the Committee or click the down arrow to open to view the members and click on the tick box to assign the proper access.
Once all the above information is entered choose:
Cancel – to cancel the creating workspace process
Create Workspace and Add Documents – to create the workspace and add documents
Create Workspace –create the workspace and add documents later.
Create a Workspace and Add Documents
Once clicked this will provide the Administrator an opportunity to upload as many files one at a time to the Collaboration Workspace. As with all document screens, click on browse to locate the file, drag and drop multiple files and click upload when ready.
This will upload the files and return the Administrator to the Collaboration Workspace screen.
For more information about uploading documents see the article on Adding Documents.
Editing a Collaboration Workspace
Once a Collaboration Workspace is created it may need to be updated to be connected to a meeting or to change what type of access a director or committee has to the information contained in the Collaboration Workspace. The Administrator will click on ACTIONS and Edit.
The Administrator makes the changes as needed and clicks on UPDATE to save those changes.
Delete Collaboration Workspace
It may become necessary for the Administrator to delete a Collaboration Workspace. The Administrator clicks on Actions on the row of the Collaboration Space to be deleted and then chooses to Delete it from the dropdown list.
Please note: Deleting a Collaboration Workspace removes permanently the content from BoardWorks.
A confirmation notice will appear, click on Save to confirm that the Collaboration Workspace is being deleted.
