Work with Workspaces

Users with the Power User or Admin license type can create workspaces and manage the files, data queries, filters, workflows, and users 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. Click Workspace 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 reports 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.

Edit a Workspace

1. In the Workspaces landing page, click the workspace card.
2. In the workspace page, click the ellipsis at the top right corner and click Edit workspace.

   

3. In the Edit workspace dialog, update the name and description of the workspace, then click Update.

Manage Files in a Workspace

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

   

2. To search for a file, type text in the Search box. The file list is filtered while you are typing to show only the matched files.
3. To filter the files by file type, click the Type button, select the desired file types and click Apply.
4. You can click in the row of a file to open it in the desktop application. Clicking a report file opens the details page of the report.
5. To sort the files by last update time, click the arrow in the Last Update column header.
6. The Document Scope column displays the scope of each document specified when it is moved to the workspace, for a specific report or all reports within the workspace. You can click the report name to open its details page.
7. In the Actions column, you can:
   • Select or clear the star to add or remove a file to or from the Favorites tab of your dashboard.
   • Click the ellipsis to perform the same actions you would do to the file in your dashboard.

Manage Data Queries in a Workspace

1. In the Workspaces landing page, click the workspace card.
2. Click the Queries tab. The Queries sub tab is open by default.

   

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

Manage Filters

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

1. In the Workspaces landing page, click the workspace card.
2. Click the Queries tab and switch to the Filters sub 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 field, specify the name of the filter.
   2. From the Date type drop-down list, select the data type of the filter, which can be Text, Number, or Date.
   3. In the Value field, specify the value of the filter according to the selected data type.
   4. In the Description box, type a brief description for the filter if you want.
   5. Click Add Filter.
5. You can click the arrow in the Creation Date column header to sort the filter list by creation date in ascending or descending order.
6. To edit a filter, click the ellipsis of the filter in the Actions column and select Edit, then in the Edit Filter dialog, modify the filter as you need.

Manage Workflows in a Workspace

In the Workflows tab of a workspace, you can create, delete, and edit workflows in the workspace. See Work with Workflows in a Workspace

Manage Users in a Workspace

1. In the Workspaces landing page, click the workspace card.
2. Switch to the Users tab.

   

3. 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. In the Access column, you can click the drop-down list to change the access of a user or select Remove Access to remove the user from the workspace.
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. You can filter the user list by user access by clicking the Access button, selecting the desired accesses and clicking Apply.
6. 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.

   

Note: 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.