The Collaboration Workspace allows directors and administrators to collaborate on documents before they are included in a meeting.
Documents stored in a Collaboration Workspace can later be added to a meeting agenda or included as meeting documents.
Please note: Collaboration Workspace folders and documents follow the same behavior, permissions, and management rules as documents in the Documents section.
Supported file types
The following file types can be uploaded to a Collaboration Workspace:
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
PDF documents
Documents uploaded to a Collaboration Workspace are not converted to PDF until they are used in a meeting.
Creating a Collaboration Workspace
A Collaboration Workspace can be created in two ways:
As a stand‑alone workspace
As a workspace associated with a specific meeting
To create a new Collaboration Workspace, select New Collaboration Workspace.
Workspace details
When creating a Collaboration Workspace:
Enter the Collaboration Folder Name
Choose whether the workspace is associated with a meeting.
By default, Is this a Meeting Collaboration Workspace is set to No.
Please note: This is the same name as the Collaboration Workspace.
Meeting association (optional)
If you choose Yes for a meeting‑based Collaboration Workspace:
Indicate whether the meeting has already been created.
Select the Committee.
Select the Meeting.
If you choose No, continue to access configuration.
Please note: By default, Is this Meeting Collaboration Workspace is no.
Notifications (optional)
Choose whether to send an Email Alert to notify committee members that a Collaboration Workspace is available.
Access control
Administrators control access to the Collaboration Workspace using Access Control.
Available access types:
Read Access
Allows users to view and download documents.Write Access
Allows users to view, download, and upload documents.
To assign individual access within a committee:
Expand the committee row
Select the appropriate access level for each director
Please note: Directors from different committees can be granted access to the same Collaboration Workspace.
Creating the workspace
After configuring the Collaboration Workspace, choose one of the following actions:
Cancel
Cancel workspace creation.Create Workspace
Create the workspace and add documents later.Create Workspace and Add Documents
Create the workspace and upload documents immediately.
Creating a workspace and adding documents
When selecting Create Workspace and Add Documents, you can upload documents to the Collaboration Workspace.
You can:
Browse to select files
Drag and drop one or more files
Select Upload when ready.
After upload, you are returned to the Collaboration Workspace screen.
For more information about uploading documents, see Adding Documents.
Editing a Collaboration Workspace
After a Collaboration Workspace is created, administrators can update it to:
Associate or change the linked meeting
Update access permissions for directors or committees
To edit a workspace:
Select Actions.
Select Edit.
Make the required changes.
Select Update to save.
Deleting a Collaboration Workspace
Administrators can permanently delete a Collaboration Workspace.
From the workspace row:
Select Actions.
Select Delete.
Please note: Deleting a Collaboration Workspace permanently removes the workspace and all associated documents from BoardWorks. This action cannot be undone.
A confirmation message appears. Select Save to confirm or Cancel to return to the previous screen.
