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Organize your forms into workspaces

Enterprise plan

With Workspaces you can organize your forms into categories that reflect how your organization works, so everything your authors and reporters need is easy to find and in the one place.

You can also grant permissions at a workspace level, making it easier to bring new users on board and give them access to what they need. For example, Lara, a park ranger, may need to browse only forms relevant to the Parks and Recreation department. Instead of assigning her access to each individual form, her manager can add Lara to the “Parks and Recreation” workspace.

Create and edit workspaces

To create a workspace

  1. From the main menu, go to Admin > Workspaces > Create Workspace

To edit a workspace,

  1. From the main menu, go to Admin > Workspaces

  2. From the ‘...’ menu for the workspace you want to edit, elect Edit

Either of these actions will take you to the Create/Edit workspace screen. Create Workspace.png

From this screen, you can name (or rename) your workspace, and assign users.

Assign users

Each workspace can be assigned a list of administrators and a list of authors and reporters.

Only users that already have admin, author or reporter permissions in OpenForms can be assigned those roles in a workspace. See our help topic about managing users to learn more about assigning roles.

Assign administrators

Administrators can assign users and forms to a workspace, and make changes to the workspace itself. To add administrators to a workspace:

  1. Select the Specific admins radio button from the 'Administrators' tab.

  2. Type a name in the predictive search bar.

 Specific admins radio button

As you start typing, OpenForms will pre-fill the search bar with admins from your user database. When you see the name of a user you'd like to add, simply select them to add them as an administrator.

Remove administrators 

To remove an administrator, select Remove from the '...' menu for that admin. Remove admin

If all of a workspace's administrators are removed (for example, if the sole admin of a workspace leaves your organization and their user account is deactivated), any user with site-level admin permissions can edit that workspace and assign new administrators as needed.

Assign authors and reporters

Authors and reporters can build forms and access response data within a workspace, respectively. To add authors and reporters to a workspace:

  1. Select the Specific authors and reporters radio button in the 'Authors & Reporters' tab.

  2. Type a name in the predictive search bar.

Specific authors and reporters radio button

As you start typing, OpenForms will pre-fill the search bar with authors and reporters from your user database. When you see the name of a user you'd like to add, simply select them to add them as an author or reporter. 

Users are added to this list with the permissions they have associated with their account. (For example, a user with author permissions will be added with author permissions, but not reporter permissions). 

Set author and reporter permissions

If a user has both author and reporter permissions, but you'd like to limit them to one role, you can click the checkmark in the ‘Author’ or ‘Reporter’ column next to their name to toggle that permission within the workspace.

Remove author permission

If a user doesn't have author or reporter permissions in their user account, that role will be grayed out to indicate that you can't assign it.

not available.png

If you'd like to change that user's account permissions so they can be an author or reporter, you can do so by selecting the Edit option from the '...' menu next to their name. 

Remove authors and reporters

To remove an author or reporter from a workspace entirely, hover over their name in the Authors and Reporters user list and click the bin icon that appears.

remove author.png

Confirm your settings

When you're happy with your list of users and their permissions, remember to Save your changes. 

Add forms to a workspace

Once you've created a workspace, you'll want to add forms to it. A workspace isn't much use if it doesn't group forms together!

Think of workspaces as folders. Each form can only live in one workspace. You can add forms to a workspace when you create them, copy them, or move them.

Add new forms to a workspace

Whenever you create a form via the Forms screen, you’ll be given the option to name your form and choose a workspace.

create form.png

If you don’t have access to any workspaces, you’ll be asked to create one.

Copy forms to Workspaces

Just like making a new form, every time you create a copy of a form, you’ll be asked to name it and choose a workspace. 

copy form.png

There are two ways to copy forms.

  1. In the Forms screen, you can copy a form by choosing Copy from a form's ‘...’ menu.
     
    UPDATE-copy-form-my-forms-2.png
  2. You can also create copies from old versions of forms, using the form History tab.
    copy-from-history.png

Move forms to Workspaces

To move a form to a new workspace, hover over it in the my forms screen, and select Move from the ‘...’ menu. You’ll be asked to choose the new workspace.

move form.png

Fine tune workspaces with form permissions

Even within a workspace, you may want to make additional choices about which users can access particular forms or responses.

To make these sort of granular choices, use form permissions.

 permissions_2.png

Delete a Workspace

Workspaces can't be deleted if they still contain forms.

Once you've removed all of the forms from a workspace, follow these steps to delete it:

  1. From the main menu, go to Admin > Workspaces

  2. Select Delete from the form's “…” menu. You'll be prompted to confirm your choice.

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