Workspaces

Use Workspaces to manage projects, products, customers, teams, and more.
A Workspace is typically used per project, and will be accessible to all those participating in the project. The Workspace is where you and your team members will create Tasks and track progress towards Milestones. 

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See also:

Adding and Duplicating Workspaces

To add a new Workspace:

  1. Click New Workspace.
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  2. Enter a name and description (optional) for your Workspace.
  3. Click Advanced to:
    • Use an existing Workspace. This is an easy way to base a new Workspace on an existing Workspace.
      When you duplicate a Workspace, all Kanban Boards, Milestones, Epics, and default settings will be duplicated in the new Workspace. You can choose whether to duplicate Tasks and members. Task activity (Discussions and Updates) will not be duplicated. 
      Note: Scrum Boards are not duplicated.
      Tip: You can also duplicate a Workspace from the Workspace menu. See Creating a Workspace Template.
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  4. Click Create Workspace.

Creating a Workspace Template

You create a Workspace to be reused, with Boards Milestones, Epics, and optionally, Tasks with assignees.

Then from All Workspaces or from within the Workspace itself, open the 3-dot menu, and select Duplicate Workspace to create a copy of the Workspace content and its settings.

Navigating Workspaces

All Workspaces

Click All Workspaces to see all Workspaces in the main screen. To see all tasks across Workspaces, click Tasks in All Workspaces.

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Use the breadcrumbs to quickly navigate between Workspaces and Boards. 
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Organize with Folders

Organize your Workspaces in special folders and create custom folders.

Special folders include:

  • Recent - Access the last 5 Workspaces you used
  • Favorites - To add a Workspace to Favorites, open the 3-dot menu, and click Add to Favorites.
  • Hidden - Workspaces in the Hidden folder are not displayed in other folders including All Workspaces. You can use this folder, for example, when you're invited to a Workspace that you do not need for now, but which may become relevant in the future. This is an alternative to leaving or deleting it.

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To create a custom folder and add Workspaces:

  1. Open the 3-dot menu next to the Workspace, and click Manage Folders.
  2. Select Workspaces to add to the current folder.
  3. Click New Folder to create a new folder with its own name and color.
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View Tasks, Members, Epics, Milestones, and Boards

To drill down into Boards, Milestones, Epics or Members, of a specific Workspace, select the Workspace and click on the relevant tab.

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Understand the Workspace Status

Select a Workspace and use the different tabs to get a status of your tasks, by members, Epics, Milestones or Boards.

To see how many Tasks an assignee has in each status, hover over a status to see how many tasks assignees have in that status. Hover over the user to see more details, including the user's role and email address.

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Drill into Tasks

When viewing All Workspaces, click Tasks in Workspaces to view and edit Tasks from all Boards.

Within a Workspace, in all tabs (Boards, Milestones, etc.), switch between minimized and compact views to see Boards and related Tasks to the right.

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In expanded view, Tasks are not displayed. Click Show Tasks to minimize and show Tasks. 

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Switch between grid and board views to see your Tasks.

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Viewing the Summary

The Summary shows you the status of the Tasks in your Workspace.

You can see the status based on the number of Tasks, estimated effort or remaining effort. 

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Below the Tasks status, you can view members, and by hovering over an avatar, see details about the member, including a task status.

Inviting and Managing Members

  • Invite a new member:
    • Click Invite colleagues.
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      Type in the name of the member or enter the email address for a new member. 
  • Update the member role:
    As an Admin, you can update a member’s role (Workspace Admin, Member or Guest).
    Open the Members tab, and click on the role to update it.
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  • Member Details: Open the 3-dot menu to see a Tasks status for the member, by number of Tasks, estimated effort, and remaining effort.
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  • Revoke a member: Open the 3-dot menu and select Revoke Member. When you remoke a member from the Workspace, they will no longer be able to access the Workspace and all of its tasks. The member’s Tasks remain assigned to the member until reassigned to another member.
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    Note: The member will continue to appear in the Members tab as a Former Member until all the member's Tasks have been reassigned.

Tip: In the Members tab, you can scroll to the end of the list of Members to see unassigned tasks.

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Discussions

Open the 3-dot menu and select Workspace Details.

Collaborate with colleagues in the Discussions panel. Use @ to mention a colleague.

You can also add comments to discussions by replying to email notifications. 

File Attachments

Open the 3-dot menu and select Workspace Details. Scroll down to Files.

To upload an attachment, click Choose a file or drag a file to the Workspace.

We support many file formats, including document formats such as doc and PDF, image formats such as jpg and png, and multimedia, such as mp4 and avi. You can upload files up to 250 MB each.

To quickly preview image, video, or PDF files, click + on one of the files. You can then navigate between files, download or delete files, and use tools like pagination and zoom on the files.  mceclip0.png

You can also rename, delete, and download files from the 3-dot menu options. 

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Manage All Files in the Workspace

Click View All Files to manage all the files in your Workspace, including files attached to Tasks, Milestones, Epics, and the Workspace. Rename, preview, download, delete, and open related items.

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Working with Tasks

Select the Workspace and then Tasks in all Boards to see all Tasks across all Boards in the Workspace.

  • Click Create new Task in the top row of the grid to add a new Task.
  • Edit a Task - You can edit some Task details inline by clicking on a field in the grid. Editable fields have a dotted line around the field. For non-editable fields, you can also hover to the left of the task and click the open task icon to edit the Task.
  • Filter the view - Use the filtering options above the grid to filter tasks by name, assignee, priority and more. Click My Tasks to see only your tasks. Read more about filtering Tasks.
  • Rearrange columns by dragging them in the grid.

See also:

Workspace Settings

To open Workspace settings, open the menu in the top-right of the Workspace screen. 

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Settings are categorized into different tabs:

  • Rename the Workspace (available in all tabs)
  • Clarizen One Sync - Set up sync with Clarizen One
  • Defaults
    • Default Board - Select the default Board for Tasks when a Board is not specified
    • Default Effort Units - Effort units are used in estimated and remaining effort for aggregated tasks, and in charts. You can choose Time or Story Points. This means you can add effort using a mix of time or Story Points, and the aggregated effort will be shown based on your preferred selection in these settings. Time will be converted to story points and story points to time. 
      Click Advanced to define work day and story point durations for the purpose of converting time to points or points to time.
      Note: We count minutes and convert them into days and hours. We display days and hours if the number of days is less than 3, otherwise we display only days.
  •  Access - The Workspace can be private or public. A private Workspace is shared between invited members only. A Public Workspace is shared between all members or all members and guests.
    Members will be able to leave the Workspace or be revoked. New members in the account are automatically invited to the Workspace.
  • Email - Set up adding tasks via email
  • Epics - Enable managing Epics on Boards, as part of a workflow

Leaving a Workspace

In All Workspaces, in the relevant Workspace, click the menu and then Leave Workspace.

Within a Workspace, open the 3-dot menu and click Leave Workspace.

After you leave, you will no longer have access to this Workspace or its tasks. Your tasks will remain assigned to you until reassigned to another member.

Archiving, Restoring and Deleting Workspaces

When you archive a Workspace, all its Boards, Epics, Milestones and Tasks will be archived as well.

To archive a Workspace:

  • You can archive a Workspace by clicking on the 3-dot menu > Archive Workspace. You can do this in the Workspace or from All Workspaces (on the relevant Workspace card). 
    Archiving a Workspace from within the Workspace
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To restore a Workspace:

  • Go to All Workspaces, and filter the Status to show archived Workspaces. Click the 3-dot menu to restore the Workspace and all its content.
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To delete a Workspace:

When you delete a Workspace, all its Boards, Epics, Milestones and Tasks will be deleted as well.

  • Go to All Workspaces, and filter the Status to show archived Workspaces. Click the 3-dot menu to permanently delete the Workspace and all its content.

 

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